Purchase order descriptions to GL

• 10-07-2008 1:49 PM

  Ellen Ryan Joined on 10-03-2008 Posts 17

  Purchase order descriptions to GL Reply Contact When entering purchase orders, it appears the description from the purchase order entry screen does not carry through to the GL.  It appears you have to enter another description on the purchasing distribution screen in the distribution reference field in order to have a description show up in your GL.  Unfortunately the copy/paste function between the purchase order entry screen and the distribution screen does not work. Is this the only way to get a description into the GL?  Anyone have any other ideas?

• 10-10-2008 8:38 PM

  In reply to

  ChristinaGeyerPhillips Joined on 04-01-2008 Denver and Kansas City Posts 70

  Re: Purchase order descriptions to GL Reply Contact Do you mean the item description?  What version are you using?  The reason I ask is that the distributions on receipts/invoices are summarized per document for posting to the GL which is why generally it has been difficult to get the line item information tied to the GL directly (since there could be multiple lines flowing in to one debit or credit).  One reason for the difficulty was that users could modify the summary distributions (making it difficult to track back to the line items). However, with GP 10 there is now a constraint (as of SP 2) that the summary distributions can no longer be edited, to allow for better traceability of distributions and line items (primarily to assist with inventory reconciliation to the GL).   So, long story short...there is not a way to get it to do that automatically...but with the new inventory trial balance report available in GP 10 SP2 there may be a way to report on those descriptions tied to the GL. Check out my new blog, http://dynamicsgpland.blogspot.com/

• 10-22-2008 11:04 AM

  In reply to

  Ellen Ryan Joined on 10-03-2008 Posts 17

  Re: Purchase order descriptions to GL Reply Contact My issue is really about non-inventory items.  If we're doing a purchase order for office supplies for instance, we enter a description on the purchase order entry screen of "pens" or "paper" or whatever it is we're ordering.  The detail of what we are ordering is then printed on the purchase order.  But none of that description carries over to the GL.  We have to enter a brand new description in each distribution line item in the Purchasing/Transactions/Enter-Match Invoices-Distribution tab.  Otherwise, no description at all carries over to the GL.   We have budget staff looking at our FRx reports (which pull GL descriptions) and if nothing is there, they have no idea what the expense is for.

• 10-22-2008 11:59 AM

  In reply to

  Ron Draganowski Joined on 10-04-2007 St. Paul, MN Posts 41

  Re: Purchase order descriptions to GL Reply Contact Hello, Ellen.  We have had a few of our client ask for this same sort of functionality.  What we do is modify the Purchase Order Entry (or Receivings Transaction Entry) window to add a generic description field that applies to all lines.  Then, when the PO Receipt is posted, this new functionality automatically updates the GL distribution descriptions with that PO description.  This is pretty easily done with a small Dexterity customization.  I would suggest contacting your GP reseller (VAR) to see if they can do this customization for you.  It should not be much more than a few hours of consulting.  Otherwise, you can contact me and I can give you a quote.  Thanks, Ron Ron Draganowski Solution Services Practice Manager Olsen Thielen Technologies, Inc.St Paul, Minnesota rdrag@ottechnologies.com http://www.ottechnologies.com    Find me on LinkedIn: http://www.linkedin.com/in/rondraganowski

  Tags: Microsoft Dynamics GP, Dexterity, Purchase Order Processing

• 10-22-2008 3:18 PM

  In reply to

  ChristinaGeyerPhillips Joined on 04-01-2008 Denver and Kansas City Posts 70	Re: Purchase order descriptions to GL Reply Contact Excellent suggestion!  Easy enough to do.  Check out my new blog, http://dynamicsgpland.blogspot.com/