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Configuring PO Company Parameters

PO Company Parameters sets up each Purchase Order company for POs and requisitions. Limit access to a system administrator. After go-live, changes can affect open POs and stored data — if unsure, check with Trimble support before changing interface options.

Open from Purchase Orders → Programs → PO Company Parameters (Costs and Contracts → Purchase Order → Setup and Maintenance in help).

Before you start​

  • PO Company is a valid HQ company (HQ Company Setup).
  • A matching AP company with the same number exists — POs post and pay in that AP company.
  • Pay categories (if used) are enabled in AP Company Parameters.
  • Reviewers exist in HQ Reviewers for requisition approval defaults.
  • Receipt interface levels for JC / IN / EM / GL are set with PO Receipt Expense Initialize (File → Initialize Expenses on Receipt) — not by freely editing most interface options on this form.

Info tab​

  1. Enter PO Company.
  2. Optionally check Automatically Generate PO #s and set Next Auto PO # (numeric; enabled only when auto-generate is on).
  3. Optionally check Specify Pay Type During PO Entry so Pay Type (and Pay Category if AP pay categories are on) appears on the item in PO Purchase Order Entry. If off, pay type is assigned in AP Transaction Entry. This is independent of AP Allow Payable Type Overrides.
  4. Optionally check Attach Batch Reports to HQ Batch Control (DM Attachment Options location; export runs before post — report errors abort the post; access via HQ Batch Control / VA Report Security).
  5. Optionally check Auto Close Purchase Orders on Final Invoice (closes when current = invoiced and remaining JC committed cost is zero).
  6. Set Enforce Phase/CT Estimate Limit: No Limit Enforcement | Warning Only | Prevent Post/Interface.
  7. Audit Options: Company Parameters is always on (cannot turn off). Optionally audit PO Entry/Change Orders, PO Compliance, and PO Receipts (writes HQ Master Audit). Purges do not write audit records.
  8. Update GL/Sub-Ledgers on Receipt: JC / IN / EM / GL interface levels are mostly display-only here (set via Initialize). Exception — if Initialize already set GL Expense to Summary or Detail, you may toggle GL Expense Interface Level between Summary and Detail on this form:
    • Summary — one GL line per unique account; enter Summary GL Description (60 chars).
    • Detail — one line per expense PO transaction; description built from vendor, receiver, dates, PO/item/trans fields. Accrual accounts for Job, Equipment, Inventory, and Expense (and SM work-order material receipts) must be GL accounts with subledger type P or null. Summary ↔ Detail is allowed when In Use; switching to/from None requires Initialize again.

Requisition Info tab​

  1. Optionally Automatically Generate RQ # and Last Used RQ # (up to 10 digits; updates only for system-assigned numbers).
  2. Approval Required on RQ for Quote + Quote Reviewer — if off, lines go to status 1-Approved for Quote (or 4-Approved for Purchase if routed straight to PO).
  3. Approval Required on RQ for Purchase + Purchase Reviewer — if off, quote lines become Ready for Purchase; direct requisition lines become 4-Approved for Purchase.
  4. Optional Threshold Amount + Threshold Reviewer (assigned in addition to quote/purchase reviewers).
  5. Optional requisition audit: Requisitions, Review, Quote.

Job / IN location / EM department default reviewers apply only to those line types. Purchase-level defaults auto-assign only when a line is routed directly to purchase.

Close exceptions​

If Auto Close Purchase Orders on Final Invoice is on, use PO Close JC Exceptions and PO Close SM Exceptions to exclude specific JC Co + Cost Type or SM Co + Cost Type combinations from auto-close.

Hard rules​

  • Do not casually change JC/IN/EM/GL interface options on this form after POs exist — use Initialize for None transitions; only GL Expense Summary ↔ Detail is meant to toggle here when already in use.
  • Detail GL description behavior depends on the GL account’s Interface Detail flag (Expense-only vs all PO line types).
  • RQ numbering: Initialization can use highest requisition even if auto-generate is off; PM Material Detail uses Last Used RQ # only when auto-generate is on.
  • Company Parameters audit cannot be turned off.

Notes​

  • Related: PO Receipt Expense Initialize, AP Company Parameters, PO Purchase Order Entry, PO Receipts Entry, PO Requisition Entry, HQ Reviewers, HQ Batch Control, GL Chart of Accounts.