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Overview of Optional Fields

Problem Details

Overview of Optional Fields and their settings

 

Solution:

Optional Fields let the user customize the Sage 300 system by allowing additional information be stored with records and transaction details in any or all of the Sage 300 modules.

Optional Fields are system-wide and they are created in Common Services / Optional Fields.  Once created, they can be added to each module.  There are no limits to the number of optional fields that can be used. 

To create an optional field, go to Common Services / Optional Fields.  Enter an ID code for the optional field (up to 12 characters) and enter a description for the field (up to 60 characters).  There are 7 available types of fields to choose from:

  • Text
  • Amount
  • Number
  • Integer
  • Yes/No
  • Date
  • Time

An optional field can be validated to ensure that only values from a pre-defined list can be entered into the field. 

After the optional field(s) has been created, it needs to be assigned to one or more modules and records and transactions.  This will be done in module setup / Optional Fields.  For example, go to AP Setup / Optional Fields.  In Accounts Payabales, optional fields can be assigned to Vendors and Vendor Groups, Remit to Locations, Invoices, Invoice Details, Payments, Adjustments, and Revaluations. Select the record or transaction where the optional field will be assigned and then insert individual optional fields in the detail grid below.  Assign the appropriate criteria:

  • Value Set:  indicates whether the optional field has a default value. If a default value is to be entered, this value must be 'yes'.
  • Default Value: Enter or select the value to display as the default for the optional field.  If the optional field allows blanks, you can leave the default value field blank.
  • Required: if the user wants the field to be mandatory (it must be filled in), set this to 'yes'.  If an optional field is a required field, it must also be inserted automatically in new records or transactions. (The Auto Insert option must also be set to 'yes'.)
  • Auto-Insert: Selecting 'yes' automatically inserts the field into the record or transaction, and sets the default value, if one is defined.  Select 'no' if the optional field is not required to be filled in on every record, and then it will not appear automatically. It can be manually inserted if a value needs to be entered for the field.

Optional fields can flow through from one module to another by setting up the same optional field in each module and the corresponding transactions.  For example, an optional field for an AP Invoice Detail can be sent to the GL Transaction Detail provided the field is setup in both of those locations.

 

 

 

 

 

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