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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?
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We are on GP10, SP2. We do not run Project. We just went live in July, so I am very new to this. I don't have screen numbers, I'm not sure where to find that information. The screens I am referring to start with Purchasing/Transactions/Enter Match invoices, which brings you to the Purchasing Invoice Entry screen. At the bottom of that screen is a tab labeled "distributions" which is where we confirm the correct account number. In that screen there is a field called "Distribution reference" and the information we type in there is what pulls over to the GL and therefore into our FRx reports. For any miscellaneous items purchased (non inventory items such as office supplies), if we do not enter something in this screen, then no description will come over to the GL.
I will look more at our set up and see if there's something I can change there. I asked our consultant and we were told this would be a customization.
I'm not quite clear about what you mean by the "Distribution" screen. What screen number are you referring to? Also, do you run Project? We do not, and any variations in behavior may be due to that. Also, what version are you on? We're on V7.0 SP1.
We do our PO Receipts on the PO receipts entry screen (04.010), and the Transaction Description that populatees onto that screen is from the purchase order detail description. That's because PO Setup has a field called "Voucher/AD Tran description" and the setting we chose is the Inventory Item Description. Other options are the Inventory ID and Vendor ID. We didn't choose vendor ID because POTran already has an alternateID field, as well as an inventory ID field. Note that while the Inventory ID does flow into APTran, the AlternateID does not.
That being said, in our system, whatever is entered on the PO line description then flows onto the PO Receipt, POTran, and APTran records - at least on the expense side.
In APTran, the AP Account side of the entry is controlled by the AP Setup flag for "Transaction Description Default" (see the Options tab). In our case, we chose "Combination ID & Name", which causes a vendor ID & Name of the vendor - up to the description field size limit.
Hope this helps.
Gail J-N
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