In Sage 300 ERP we can create user specified optional fields at transaction as well as at Masters Level. Sage 300 ERP also offers the report named as Transaction Detail Optional Fields which displays the output as per the defined optional fields.
Below example will give you exact idea demonstrating how we can make the use of this report.
Let’s say in our organisation there are few employees who are using mobile SIM card provided by the organization.
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Now, if we need to track the expenses of each SIM card respectively, then one way is to create those employees who possess a SIM as vendors but if we use this method, then for each SIM, the charges be will needed to be raised as a separate entry for each employee. This will indeed increases extra entry overhead.
Other way is to create an optional field named as “COSTCENTER” (user defined) and add employee name in its value field as shown in below screen shot.
Define the optional field in Account Payable Module>>>AP setup>>>optional field>>>Invoice details as shown in below screen shot.
Now, suppose we have received the bill for the month of April 2014 of all the respective employees.
We will now book this expense first with help of AP invoice entry selecting SIM service provider as a vendor.
As you proceed with the AP invoice entry at the detail line level, we have an optional field column. When you click on it an additional window will pop-up which will allow you to select the employee name from the finder, provided the same is visible in the above screen shot.
Now, let us see how report will display the data. Navigate through the below path
General Ledger>>>G/L Reports>>>Trans. Details Optional Fields
Select the expense account in the account range.
When we refer to the output of the report we are able to see employee name and their respective SIM expenses.
In this way, we can track the employee expenses also please note in this blog we have taken employee as a reference for tracking expense. Same way we can use Department or location or Directors’ expense which ever cost centre that suits to organisation.
Adapting this practice will eliminate consumption of vendor master data.
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