Assign Optional Fields Field List

For help with the fields on the Assign Optional Fields setup window, read the field descriptions below. To learn how to use the Assign Optional Fields setup, read About Optional Fields.

In this field, select the type of record or transaction for which you are defining the optional field. For a table which lists the choices and describes where you will be able to view and assign them after setup, see Examples of Optional Fields For.

Use the Finder to select the optional field codes you want to use for each type.

You can define an unlimited number of optional fields for each type, providing the optional fields are set up in Payroll Setup Optional Fields for use in your system. When you select an optional field code the program displays the description for the optional field.

Note: If you want to retain Sage HRMS Payroll optional field information when you create batches for General Ledger, you must use the same optional fields for transactions in Payroll as you use in General Ledger. 

If you want to set a default value for the optional field, double-click in the Value Set column to change it to Yes.

The Yes flag in the Value Set field alerts the data entry clerk that a seemingly blank optional field actually has an entry. By looking at the Value field, you cannot tell whether it has a “blank” default value or no value at all.

Enter or select the value that the program will display as the default for the optional field.

If the optional field you selected requires validation, you must select a value that is defined for the optional field in Common Services. However, if the optional field allows blanks, you can leave the default value field blank.

If the optional field does not use validation, you can do one of the following:

  • Select a value that is defined for the optional field in Common Services.
  • Leave the field blank.
  • Enter a combination of alphanumeric or special characters and spaces. The entry must be consistent with the type of field (text, number, date, amount, and so on) and must not exceed the number of characters specified for the optional field. In a Yes/No field, you can enter only Yes or No.

When you specify a value from Common Services, the program displays the description for the value.

To make the optional field mandatory, double-click in the Required column.

During data entry, if an optional field is required, but does not have a default value, you must fill in the field before you can proceed. If the optional field has a default value, you can accept the value that appears or assign a different one.

If you make an optional field a required field, the Auto Insert field must also be Yes.

Select Yes in this field if you want the program to display the optional field and its default value on the window for the type of optional field when you set up new records or enter transactions.

Select No if you do not want the optional field to appear automatically.

For example, if you define Carpool as an optional field for employees and you select Yes in the Auto Insert field, the Carpool field will appear automatically on the Optional Fields tab of the Employees window when you add a new employee.

Note: Selecting Yes for optional fields for Transactions, Transaction Earnings/Deductions, or Transaction Taxes could result in a large database, and slow down processing. See Optional Fields for Transactions for more details.