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Using the PM Interface

PM Interface sends project information entered in Project Management to Job Cost, Subcontract Ledger, Purchase Orders, Inventory, and Material Sales. The same project can be interfaced more than once without duplicating data already interfaced. The first successful interface of a new project moves job status from pending to active, posts job information and original phase estimates to Job Cost, and lets accounting post transactions.

There is no Send flag or Send button on this form. The action is Validate, then Interface.

Before you start​

  • Project (and related documents) exist in PM and are eligible to appear in the Ready grid.
  • Subcontract change orders (SCOs): appear only when Ready For Accounting is checked in the upper portion of PM Subcontract Change Orders. SCO items interface only when Interface is checked on the lower portion. If the only item is unchecked, the SubCO does not appear. Approve on that form approves the SCO and all items, checks Ready For Accounting, and checks Interface on all SCO items.
  • Approved change orders (ACOs): stay in the grid while any estimate detail is not yet interfaced. Only Estimate Detail lines on PM Approved Change Orders with Interface checked are sent.
  • Know whether posting to soft- or hard-closed jobs is allowed (Allow Posting to Soft-Closed Jobs / Allow Posting to Hard-Closed Jobs on the Info tab of JC Company Parameters).

Steps​

  1. Open PM Interface.
  2. Enter Project or F4.
  3. Ready items for that project display. Item Type and Keyword only filter the grid; they do not decide what is interfaced.
  4. Check Interface on the rows to send (or Select All / Deselect All). Only visible rows with Interface checked are interfaced.
  5. Enter post Month (defaults to current month; disabled after Validate; Clear re-enables it). Procedure wording mixes “post date and year” with field-def “month.”
  6. Validate (help also says Validation). Audit reports get a check; disabled reports do not apply. Uncheck unwanted reports, then Preview or Print. Errors produce an error list naming the form to fix and the sequence.
  7. Use the reports to verify. Clear returns to selection (then Validate again).
  8. Interface. A success message appears if it works.
  9. Close, or repeat for another project / remaining items.

Audit report map (before Interface)​

ScopeReport
Job CostPM JC Distribution List (or PM Estimate Change Order Distribution list for ACOs)
ContractsPM Contract Change Order Distribution list
Purchase OrdersPO Change Orders Audit List
SubcontractsSL Change Orders Audit List
Material OrdersIN Material Order Entry Posting Audit List
Material Sales QuotesPM to MS Quote Audit List
ErrorsPM Batch Control Error List

Print or preview audit reports before Interface — they are gone afterward.

What can be interfaced​

  • Project (job + original phase estimates)
  • New subcontracts and purchase orders
  • PO change orders
  • Subcontract change orders
  • ACOs (uninterfaced estimate detail)
  • Corrections (Transaction Type = Correction)
  • Material orders (per Inventory company; INCo applies only to MOs — multiple Inventory companies interface separately)
  • Material sales quotes

Hard rules​

  • After a project is interfaced, estimate changes must be an ACO or entered in JC. New phase/cost-type detail interfaces; changes to already-interfaced phases do not. Already-interfaced PM data updates accounting only by ACO. SL and PO/MO information interfaces each time a new subcontract or PO/MO number is assigned.
  • ACO attachments update to JC only on the first interface of that change order, not on later interfaces even if attachments were added, changed, or deleted in PM.
  • Closed project: if soft/hard-closed posting is not allowed, you get a closed-project message and must pick another project.
  • Unposted PM Interface Batches (when any exist) lists unposted batches for the active company (status 0-Open, 2-Validation Errors, 3-Validation OK, 4-Posting in Progress, or 25-Validation Warnings). Right-click: Unlock Batch only if InUseBy is your login and has data; Post Batch only if not locked (opens that source’s Batch Process, for example PO Batch Process).

Notes​