P/O G/L Integration Screen

Open Purchase Orders > P/O Setup > G/L Integration.

Use this option to specify whether to combine transaction details for the same general ledger account into a single detail, or send unconsolidated Purchase Orders transaction details to General Ledger.

Consolidation reduces the amount of information in the general ledger batch and results in a shorter G/L Transactions Listing. Consolidation also:

  • Removes transaction-specific information from the Reference and Description fields for each transaction.
  • Removes optional field information from transactions.
  • Blocks drilldown from G/L transactions to the originating entries in Purchase Orders (unless consolidating by account only).

Use the Create Batch icon to consolidate details from separate transactions

If you selected the On Request Using Create Batch Icon option to create general ledger transactions, you can consolidate transaction details from all transactions for each general ledger account if you choose Consolidate by Account and Fiscal Period or Consolidate by Account, Fiscal Period, and Source.

Consolidate details within transactions if creating batches during posting or day end processing

If you create batches of G/L transactions during posting or day end processing, the program can only consolidate the details within transactions; it cannot consolidate the details from different transactions.

Consolidation choices

  • Do Not Consolidate. All the details posted in Purchase Orders will be included in the General Ledger transaction batch.

    Choose this option if you use optional fields and pass optional field information from P/O transaction details to the G/L transaction details.

  • Consolidate Transaction Details by Account. All the details within a transaction with the same general ledger account number are combined into one detail if the G/L Detail Description and the G/L Detail Reference are also the same. The program will not consolidate details that have a different description or reference.

    Choose this option if you do not use optional fields, but still want to associate general ledger transactions with originating documents (for drilldown or to maintain a manual audit trail).

  • Consolidate by Account and Fiscal Period. All the details with the same general ledger account number and fiscal period are combined into one detail.

    This option will consolidate details from different transactions if you create transaction batches using the Create Batch screen.

  • Consolidate by Account, Fiscal Period, and Source. All the details with the same general ledger account number, fiscal period, and source code are combined into one detail.

    This option will consolidate details from different transactions if you create transaction batches using the Create Batch screen.

    Note: The posting date for consolidated entries is the last date of the fiscal period.

This choice lets you choose when entries are generated for expensed additional costs—during P/O posting/day end or when the invoices are posted in Accounts Payable. (This option is similar to the option Create G/L Entries For Non-Inventory Expenses.)

Select this option to create debit entries to expense accounts and credit entries to the Expensed Additional Cost Clearing Account when you post additional costs. (Posting the invoices later in A/P will credit the payables control account and debit the Expensed Additional Cost Clearing Account.)

Do not select this option if you want to send expenses with invoices to Accounts Payable, where posting will debit the expense accounts and credit payables control.

Note: For job-related documents, Purchase Orders will always create G/L entries for expensed additional costs during posting—whether you select this option or not.

This choice lets you update your general ledger with non-inventory expenses directly from Purchase Orders, or wait until invoices are posted in Accounts Payable. (This option is similar to the option Create G/L Entries For Expensed Additional Costs.)

Select this option to create debit entries to expense accounts and credit entries to the non-inventory payables clearing account when you post receipts. (Posting the invoices later in A/P will credit the payables control account and debit the non-inventory payables clearing account.)

Do not select this option if you want to send expenses with invoices to Accounts Payable, where posting will debit the expense accounts and credit payables control.

Note: For job-related documents, Purchase Orders will always create G/L entries for non-inventory expenses during posting—whether you select this option or not.

Use one of the Create G/L Transactions options to specify when to create general ledger transactions:

  • During Posting or Day End Processing. This option lets you create general ledger transactions during posting or when you run day end processing—depending on when you cost transactions.

    You choose when to cost transactions with the Cost Items During option on the Processing tab of the I/C Options screen. The Cost Items During option gives you two choices:

    • During Posting (G/L transactions will be created when transactions are posted.)
    • Day End Processing (G/L transactions will be created during day end processing.)

    Note: These choices can have a large impact on the speed of processing inventory transactions and transactions in Purchase Orders. If you want to speed up order processing, switch to costing inventory when you run Day End Processing.

  • On Request Using Create Batch Icon. This option lets you create general ledger transactions at any time.

    Once you create the transactions, you cannot print the G/L Transactions report. If you wish to print the report, select the On Request Using Create Batch Icon for this option. You must then print the report before you use the Create Batch screen to create the transactions.

    You can change your selection any time. If you were using the Create Batch screen to create the transactions, print a copy of the latest G/L Transactions report, then create any outstanding transactions before changing your choice for the option.

Purchase Orders lets you choose whether to add new general ledger transactions to new batches or create new batches and optionally post them automatically to the general ledger. You can choose:

  • Adding to An Existing Batch. Add general ledger transactions to an existing General Ledger batch.

    To have only one General Ledger batch to which all transactions are appended, select the Adding To An Existing Batch option.

  • Creating a New Batch. Create a new General Ledger batch each time you generate G/L transactions.
  • Creating and Posting a New Batch. Create a new General Ledger batch each time you generate G/L transactions, and automatically post the batch in the General Ledger program.

Note: Remember to create and post G/L batches for outstanding transactions before locking periods for General Ledger.

Use this option on the Integration tab of the Options screen to select the general ledger account to which you want the program to post cost amounts in transactions for which no general ledger account is specified (such as when you change the tax class for an additional cost that was manually prorated on a receipt, indirectly changing the tax amount as well).

  • You must specify this account number before you can run Day End processing.
  • You can change the default account number in the Options screen at any time.
  • If you use General Ledger with Purchase Orders, you can select general ledger account numbers from the Finder.

Use this option on the Integration tab of the Options screen to specify the general ledger account to display when you enter transactions for items that are not defined in Inventory Control.

You need to specify this account number only if you use the Allow Non-inventory Items option. If you selected Allow Non-inventory Items on the Processing tab, you cannot save changes to the Options screen until you enter a number for this account.

The account number is displayed when you enter transactions for non-inventory items, but you can change it for individual transactions, as needed. You can also change the default account number in the Options screen at any time.

If you use General Ledger with Purchase Orders, you can select general ledger account numbers from the Finder.

Use this option on the Integration tab of the Options screen to select the general ledger account that you want to update with expensed additional costs when you create general ledger transactions.

Note: You can choose when entries are generated for expensed additional costs—during PO posting/day end or when the invoices are posted in Accounts Payable. This account is used if you create G/L transactions in Purchase Orders.

If you generate entries in PO, the program debits the expense account and credits the payables clearing account.

You can change the default clearing account number in the Options screen at any time.

This field displays the last day end number generated. You can see the next day end number on the Documents tab in the P/O Options screen.

Use this option on the Integration tab of the Options screen to select the general ledger account that you want to update with receipts and returns of non-inventory items when you create general ledger transactions.

Note: You can choose when entries are generated for non-inventory expenses—during PO posting/day end or when the invoices are posted in Accounts Payable. This account is used if you create G/L transactions in Purchase Orders.

For the receipt of a non-inventory item, the program debits the expense account and credits the payables clearing account.

For the return of a non-inventory item, the entry debits the payables clearing account and credits the expense account.

You can change the default account number in the Options screen at any time.

If you use General Ledger with Purchase Orders, you can select general ledger account numbers from the Finder.

This column shows the source ledger code for all general ledger transactions created by the Purchase Orders module.

You can change the source type code for each type of transaction created by P/O, but you cannot change the source ledger code.

The combination of source ledger code and source type code is called a source code in the General Ledger module.

This column lists the two-character codes assigned to various types of transactions that are generated by the Purchase Orders system, such as invoices, credit notes, or consolidated G/L entries.

If you want to, you can change the source type code for each type of transaction created by Purchase Orders. You cannot change the source ledger code.

If you change the source type code for source codes, the new source codes are automatically added to the General Ledger module, but you will have to update G/L source journal profiles to include transactions on source journals.

This column lists the various types of transactions that are generated by the Purchase Orders system, such as invoices, credit notes, or consolidated G/L entries.

You can change the source type code for each type of transaction created by P/O. You cannot change the source ledger code.

If you change the source type code for source codes, the new source codes are automatically added to the General Ledger module, but you will have to update G/L source journal profiles to include transactions on source journals.

The combination of source ledger code and source type code is called a source code in the General Ledger module.

Select the type of information that you want to appear with unconsolidated details in the Comment column on the G/L Transactions report and in that field in the general ledger batch.

You can assign one or more pieces of information (segments) to each G/L transaction field, provided that the combined length of the segments and separators does not exceed 60 characters. Fields exceeding this limit will be truncated when you post the general ledger transactions.

  • If you do not consolidate general ledger transactions, information for all the G/L fields is passed to General Ledger.

The information you can select depends on the type of transaction for which you are assigning information.

For example, you can include information like the purchase order number, vendor number, vendor name, receipt number, reference, source code, day end number, or entry number. You can separate pieces of information with slashes, parentheses, hyphens, periods, spaces, or number signs.

  • When you create general ledger transactions, if no data exists in the source transaction field, the field will be blank in the general ledger transaction.

Select the type of information that you want to appear with unconsolidated details in the Description column on the G/L Transactions report and in that field in the general ledger batch. (The Detail Description field is the description on each detail line, not the main description for the General Ledger transaction.)

You can assign one or more pieces of information (segments) to each G/L transaction field, provided that the combined length of the segments and separators does not exceed 60 characters. Fields exceeding this limit will be truncated when you post the general ledger transactions.

  • When you consolidate general ledger transactions, the description for each transaction is changed to "Consol. by P/O on date."

    Note: When there is only one of a particular transaction type, the description for the transaction is whatever you selected on the G/L Integration screen.

  • If you do not consolidate general ledger transactions, information for all the G/L fields is passed to General Ledger.

The information you can select depends on the type of transaction for which you are assigning information.

For example, you can include information like the purchase order number, vendor number, vendor name, receipt number, reference, source code, day end number, or entry number. You can separate pieces of information with slashes, parentheses, hyphens, periods, spaces, or number signs.

  • When you create general ledger transactions, if no data exists in the source transaction field, the field will be blank in the general ledger transaction.

Select the type of information that you want to appear with unconsolidated details in the Reference column on the G/L Transactions report and in that field in the general ledger batch.

You can assign one or more pieces of information (segments) to each G/L transaction field, provided that the combined length of the segments and separators does not exceed 60 characters. Fields exceeding this limit will be truncated when you post the general ledger transactions.

  • When you consolidate general ledger transactions, the description for each transaction is changed to "Consol. by P/O on date."

    Note: When there is only one of a particular transaction type, the description for the transaction is whatever you selected on the G/L Integration screen.

  • If you do not consolidate general ledger transactions, information for all the G/L fields is passed to General Ledger.

The information you can select depends on the type of transaction for which you are assigning information.

For example, you can include information like the purchase order number, vendor number, vendor name, receipt number, reference, source code, day end number, or entry number. You can separate pieces of information with slashes, parentheses, hyphens, periods, spaces, or number signs.

  • When you create general ledger transactions, if no data exists in the source transaction field, the field will be blank in the general ledger transaction.

The Entry Description field is the main description for the General Ledger transaction (not the description on each detail line).

You can assign one or more pieces of information (segments) to the description for each G/L transaction, provided that the combined length of the segments and separators does not exceed 60 characters. Fields exceeding this limit will be truncated when you post general ledger transactions.

For example, you can include information like the purchase order number, vendor number, vendor name, receipt number, reference, source code, day end number, or entry number. You can separate pieces of information with slashes, parentheses, hyphens, periods, spaces, or number signs.

  • If you use the On Request Using Create Batch Icon option to consolidate general ledger transactions, the description for each G/L transaction is changed to "Consol. by P/O on date" (unless there is only one of a particular transaction type).

The information you can select depends on the type of transaction for which you are assigning information.

Overview

Use the G/L Integration screen to choose various options for integrating Purchase Orders with the General Ledger program.

Integration and Transaction Tabs

Tasks you can perform in the Integration tab:

  • Specify whether to add general ledger transactions to the G/L batch during posting or each time you run Day End Processing, or to create the transactions at a later date.

    Note: This choice can have a large impact on the speed of processing transactions in Purchase Orders, especially if you are costing inventory during posting (in which case, you may want to create transactions at a later date).

  • Choose whether to create a separate G/L batch each time you create the G/L batch (and optionally automatically post the batch) or add new transactions to the existing batch. (This option applies only if you use General Ledger with Purchase Orders at the same location.)
  • Choose whether to consolidate the G/L batch when you post, or always enter full transaction details in the batch.
  • Decide when to generate entries for non-inventory expenses and for expensed additional costs:
    • Choose whether to generate G/L entries in the Purchase Orders program for expenses from receipts and returns for non-inventory items, or have the G/L entries for expenses created in the Accounts Payable program.
    • Choose whether to generate G/L entries in the Purchase Orders program for additional cost expenses on receipts, or have the G/L entries for expenses created in the Accounts Payable program. (This is similar to the previous option.)
  • Specify several General Ledger accounts used by the Purchase Orders program:
    • The G/L account number of the default inventory expense account, default cost expense account, and non-inventory payables clearing account.
    • The G/L account that you want to update with expensed additional costs if you create general ledger transactions from Purchase Orders.
  • Look up the last Day End Number for which you have created general ledger batches.

Tasks you can perform in the Transactions tab:

  • Select the information to appear in the Entry Description, Detail Description, and Detail Reference and Comment fields in G/L transactions arising from invoices and shipments. (This information appears for transactions in the G/L Transactions report.)
  • Look up the last Day End Number for which you have created general ledger batches.
  • Choose the information that you want to appear in different fields of G/L transactions.
  • The Transaction Type column lists each type of Purchase Orders transaction, and the remaining columns list the various G/L transaction fields for which you can specify P/O transaction information:
    • G/L Entry Description (derived from the P/O transaction header)
    • G/L Detail Description (derived from P/O transaction details)
    • G/L Detail Reference (derived from P/O transaction details)
    • G/L Detail Comments (derived from P/O transaction details)

    Double-click the cell for the transaction type and G/L field that you want to specify.

Changing Settings

You can change any of your choices on the G/L Integration page at any time. Any changes you make will apply only to general ledger transactions created after the change, and will not affect existing general ledger batches.

If you want to change from using the Create Batch screen to produce your general ledger transactions to creating them during day-end processing, be sure to run Create Batch to process any outstanding transactions first, to avoid accidentally omitting transactions from your general ledger batches.

Before Using the G/L Integration Screen

Before changing any of the settings or other information in the G/L Integration screen, make sure you understand the impact the options have on processing within Purchase Orders.

Note: You cannot change settings on the Integration tab of the G/L Integration screen if other Purchase Orders screens are open, or other users are working with the Purchase Orders database.

Make sure that no one else is using the Purchase Orders data and that no other Purchase Orders screens are open for the company before you save changes to the G/L Integration screen.

A/P Integration Option is Set in the P/O Options Screen

Purchase Orders also lets you choose when to post Accounts Payable batches arising from invoices posted in Purchase Orders.

To specify when to post A/P batches generated from Purchase Orders Invoices, credit notes and debit notes, use the option Post A/P Batches During Posting or Day End Processing/On Request Using Create Batch Icon.

Creating and Posting a New G/L Batch

Purchase Orders lets you create new batches and optionally post them automatically to the general ledger.

Note: If you choose this option, and you are creating G/L transactions when you post Purchase Orders transactions, the program will create a G/L batch every time that you post a P/O transaction, and automatically post that batch in the General Ledger module.

Creating Only One Batch

To have only one General Ledger batch to which all transactions are appended, select the Adding To An Existing Batch option. Purchase Orders must use the same database as General Ledger.