Specify whether to view optional fields for accounts or for transaction details.
Double-click in the Auto Insert field to change its value, or press the Spacebar.
- Select Yes in this field if you want Sage 300 to display the optional field and its default value in transaction detail type you selected.
- Select No if you do not want the optional field to appear automatically.
Enter a default value for the optional field.
- If the optional field can be blank, you can leave the default value blank.
- If the optional field requires validation, you must select a value that is defined for the optional field in Common Services.
If the optional field does not use validation, you can do one of the following:
- Leave the field blank.
- Select a value that is defined for the optional field in Common Services.
- Enter a combination of alphanumeric or special characters and spaces.
The entry must be consistent with the type of field (text, number, date, amount, and so on) and must not exceed the number of characters specified for the optional field. In a Yes/No field, you can enter only Yes or No.
Select or enter an optional field code that you have set up in Common Services.
When you enter the optional field code, the program displays the description for the optional field.
Select this option to make this optional field required on all records or transactions where it is used.
Note: When you select Required, Auto Insert is automatically selected as well. (Required fields must be inserted automatically in new records or transactions.)
If you use Transaction Analysis and Optional Field Creator, the Value Set field appears on screens where optional fields are used, and indicates whether a default value is specified for a selected optional field.
Select this option if the optional field has a default value. If the optional field is validated, you can specify only values that are specified for the optional field in Common Services.
For more information, see Value Set and Auto Insert Values.
Overview
Note: Depending on how your system is set up, this desktop screen may also be available as a web screen. For more information, see the Web Screens Getting Started Guide or the help for Sage 300 web screens.
If you use Transaction Analysis and Optional Field Creator, use the G/L Optional Fields screen to define optional fields for use in General Ledger.
You can define two types of optional fields:
- Account. These optional fields let you extend the type and amount of information that you can store with accounts. For several General Ledger reports, you can choose optional fields as criteria for selecting the accounts to include on the report.
- Transaction Details. These optional fields let you store additional information with transaction details.
Note: If the G/L Optional Fields screen is open, other users cannot run any processes in General Ledger. Also, you can modify optional field records only when all other users have left General Ledger, and all other General Ledger screens are closed.
After you define optional account fields and optional transaction fields for General Ledger, you can use the G/L Accounts screen to assign them to specific accounts.
You can print the G/L Optional Fields Report to create a list of the optional fields you have defined for General Ledger.