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Transferring Optional Field values from OE to GL

Problem Details:

Using optional field values in Order Entry, and want to be able to see those values in the General Ledger, so that the Transactional Detail Optional Fields report can be run.

 

Solution:

Optional field values entered in the details of an order can follow the document through the OE shipment, OE invoice, AR invoice, and ultimately the GL account details.  Once we get the optional field values into the general ledger, there is a transaction listing report that can be run based on optional field values.  This is excellent for analysis purposes. 

The following steps will be described for transferring optional field values from OE through AR and into GL.  However, the same concepts can be applied to PO / AP and Inventory Control transferring optional field values to the GL.

STEP 1:  Create the optional field in common services

STEP 2: Go to OE Setup / Optional fields and assign the same optional field to OE Order details, oe shipment details and oe invoice details. Click on 'settings' to send only certain types of accounts' optional fields to GL.  By default, all are turned on.

(See What are Optional Fields? for more details on how to setup optional fields.)

Step 3:  Go to AR Setup / Optional Fields and assign the same optional field to AR invoice details.  Click on 'settings' to send only certain types of accounts' optional fields to GL.

Step 4:  Go to GL Setup / Optional Fields and assign the same optional field to GL transactional details

Step 5:  Go to GL Accounts / Accounts and open each account where the optional field is wanted.  Assign the same optional field on the Trans. Optional Fields tab.

A couple of notes: 

Auto-Insert does not have to be set to 'yes' in order to transfer optional fields between modules.  Nor does it need to be required.  It only needs to be assigned to the transaction. 

Optional field values cannot be transferred from sub ledger to GL if the transactions are being consolidated - so check the OE (and AR) Setup / GL Integration to ensure that the Consolidate G/L Batches option is set to 'Do Not Consolidate'.  Also, verify in each GL account that the 'post to account' option is set to 'detail' and not 'consolidated' or 'prohibited'.

Now transactions can be processed in OE and the optional fields assigned to the document(s) will be sent through AR directly into the GL for analysis.

See Optional Fields Reports for specific detail on printing the GL Trans. Details Optional Fields report.

 

 

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