About Accounts Payable Optional Fields

Note: Optional fields are available if you use Sage Transaction Analysis and Optional Field Creator.

You can customize your Accounts Payable system by using optional fields to store additional information that you want to keep with vendor records and transaction details.

Optional fields also provide an additional means of analyzing vendors and transactions in Accounts Payable. You can include optional field information when you print lists of vendors, vendor groups, remit-to locations, and recurring payables. In addition, you can select aging reports and reports of vendor transactions by optional fields.

If you use exactly the same optional fields in Accounts Payable and General Ledger, General Ledger will retain the optional field information sent with transactions that you generate in Accounts Payable.

You can use an unlimited number of optional fields in Accounts Payable. However, you must first define optional fields for your Sage 300 system using the Optional Fields screen in Common Services. For more information about setting up optional fields in Common Services, see the System Manager help.

Once you have set up optional fields for your Sage 300 system, you use the A/P Optional Fields screen in the A/P Setup folder to define optional fields for use with the following Accounts Payable records and transactions:

• Vendors and vendor groups
• Remit-to locations
• Invoices (including interest and recurring payable invoices)
• Invoice details
• Adjustments
• Payments
• Revaluation

You can then assign the optional fields to particular setup records (vendor, vendor group, remit-to location, and recurring payable records) in Accounts Payable.

You can also assign optional fields that you set up for use in transaction entry screens to particular transactions (adjustments, invoices, payments) and invoice details.

Note: The Recurring Payables setup screen uses the same optional fields you assign to Invoice Entry.

Validating Optional Field Entries

Optional fields may use validation, which limits the values that can be entered in the fields:

• If the optional field is validated, you must specify a value that is defined for the optional field in Common Services.

  Note: If the optional field allows blanks, you can leave the value field blank.

• If the optional field is not validated, you can enter any value that is consistent with the type of field (such as yes/no, text, number, date, or amount), providing the value you enter does not exceed the length permitted for the field. You can also leave the field blank.