[PO] Set or Change PO Interface Levels

You can control how Purchase Order (PO) receipts update the General Ledger (GL) and subledgers (Job Cost, Inventory, Equipment, and Expense) by using the PO Receipt Expense Initialize process.

• These settings determine whether GL and subledgers are updated when receipts are entered and posted.

• Most settings cannot be changed directly in PO Company Parameters to avoid issues with existing purchase orders.

• Changes must be made through the PO Receipt Expense Initialize form.

Key Points

• Interface levels for JC, IN, EM, and GL are set in PO Receipt Expense Initialize.

• The Update GL/Sub-Ledgers on Receipt option controls whether updates occur when receipts are posted.

• Only the GL Expense Interface description options can be adjusted after choosing Summary or Detail.

• Interface settings cannot be edited directly on the PO Company Parameters screen.

How to Set or Change PO Interface Levels

1. Open PO Company Parameters
   (Purchase Orders > Programs > PO Company Parameters)

2. Select your PO Company.

3. Go to File > Initialize Expenses on Receipt.

4. In the Batch Selection window:

   • Choose Create a new batch or Use an existing batch.

   • If new, enter a Batch Month.

   • If existing, select from Unposted Batches.

   • Click OK.

5. In PO Receipt Expense Initialize:

   • Check Update GL/Sub-Ledgers on Receipt (if not already selected).

   • Set interface levels for JC, IN, EM, and GL.

6. Set GL Expense Interface Level:

   • Summary: Enter a description used for summarized GL entries.

   • Detail: Select fields to include in the GL transaction description (added in the order selected).

7. Enter the Accrual Account for posting Job, Equipment, Inventory, and Expense transactions to GL.

8. Click Initialize Batch.

   • A confirmation message appears.

9. Select File > Batch Process.

   • A message confirms the PO settings were updated.