Optional Fields are fields that are created by the user to allow them to store and track additional company specific information in select records and transactions. They are custom data entry fields.
To create an optional field, go to Common Services / Optional Fields. Enter and optional field code - up to 12 characters in length - and a description of the field. Designate the Type of data that will be entered in the field. There are 7 available types:
- Text - enter of any kind of text up to the number of characters specified in the 'Length' field (the Length field is displayed when Text is selected as the Type)
- Amount - enter any number to 3 decimal places
- Number- enter any number with decimals up to the number of decimals specified in the 'Decimals' field (the Decimals field is displayed when Number is selected as the Type)
- Integer - enter any number between -2,147,483,647 and 2,147,483,647
- Yes/No - only data available is Yes or No
- Date - enter date in month/day/year format
- Time - enter time in hour/minute/second format (24 hour clock)
Select the option 'Validate' if desired, and then enter specific values in the detail table. Only values that are in this table will be able to be entered (or selected from the finder) into this field. If Validate is not selected, any value can be entered into the field. It is sometimes more beneficial to validate an optional field to maintain consistency of data in that field, and help with reporting. If Validate is selected, the option to 'Allow Blanks' becomes available for Text and Date optional field types.
Once the optional field has been saved, it is now available for use in any module. An unlimited number of optional fields are able to be created.
Go to the desired module and click on Setup. For our example we will use AP. Once in A/P Setup, open the Optional Fields icon. View the drop-down menu for the field 'Optional Fields for' to see all the locations where an optional field can be placed.
Enter the optional field or fields desired for each or any of these records or transactions. For each optional field, specify the following information:
- Value Set - set this to Yes if the field should have a default value. If this option is set to No, a default value will not be able to be entered, and the field may be left blank (if that option has been allowed) for the record or transaction.
- Default Value (if there is one) - if the field is validated, select a value from the list and the Value Description field will be updated. Otherwise, enter a default value and value description.
- Required - set this to 'yes' if you want this field to be mandatory for the specified record or transaction. If this is turned on, the Auto-Insert field must also be set to 'yes'.
- Auto-Insert - if this is set to 'yes' all new records or transactions will have the optional field with its default value (if one is set) inserted into the record.
Use this setup procedure for each module / record / transaction where you want to track the information. If you are assigning an optional field to a document that will send transactions to the GL, the 'Settings' button becomes available. Clicking on Settings gives us the choice to send only certain pieces of each type of transaction to the GL.
All modules have the same setup configuration, with the exception of General Ledger. After the above setup steps are done in the GL, one additional step is required. Go to GL Accounts / Accounts and open each account that you want to track optional fields. You need to insert the optional field for each specific account, on the Trans. Optional Fields tab.
It is possible to track optional fields for some accounts and not others. Optional Fields are truly customizable!