[PO] Set or Change PO Interface Levels

Created by Crystal Ann Harvey, Modified on Thu, 28 Aug at 3:06 PM by Crystal Ann Harvey

You can set the JC, GL, IN, and EM interface levels for updating GL /Subledgers in the PO module using the PO Receipt Expense Initialize form.

The Update GL/Sub-Ledgers on Receipt section in the PO Company Parameters form indicates whether the system is updating GL accounts and subledgers when you enter and post receipts using PO Receipts Entry or PO Initialize Receipts.

With the exception of the GL Expense Interface group box, the system disables the fields in this section and you can only change the settings via the PO Receipt Expense Initialize form. You can toggle the radio button options in the GL Expense Interface group box on this form if you selected either the Summary or Detail level in PO Receipt Expense Initialize. You cannot change the interface options directly on this form, as it might adversely affect long-standing, open purchase orders.

The following instructions discuss how to set or change PO interface levels.

Open PO Company Parameters (Purchase Orders > Programs > PO Company Parameters).
In the PO Company field, enter the PO company or press F4 to select from a list of valid PO companies.
Select File > Initialize Expenses on Receipt. This opens the Batch Selection form.
The Batch Selection form displays.
In the Do you want to field, select either the Create a new batch or Use an existing batch option.
If you selected to create a new batch, enter the batch month in the Batch Month field. If you selected to use an existing batch, select the batch from the list of Unposted Batches.
Select OK.
The PO Receipt Expense Initialize form displays.
Select the Update GL/Sub-Ledgers on Receipt checkbox to enable the interface level settings (if not already selected).
Set the JC, IN, EM, and GL interface levels accordingly
For the GL Expense Interface Level, set the interface descriptions as appropriate:
- If you set the GL Expense Interface Level option to Summary, use the Summary GL Description field to enter the description to use each time a summarized expense purchase order is interfaced to GL.
- If you set the GL Expense Interface Level option to Detail, use the Detail Level GL Description selection box to select the fields you want included in the GL transaction description each time a detailed expense purchase order is interfaced to GL.
  Field names are added to the description in the order that you select them from the selection box.
In the Accrual Account field, enter the accrual account for updating when the system interfaces Job, Equipment, Inventory, and Expense purchase order transactions to GL.
Select Initialize Batch.
A "batch initialized" message displays.
Select File > Batch Process.

A message displays indicating that PO was updated with the new settings. Once you close the message, you are returned to the PO Company Parameters form.