Getting Rid of Interface Codes
A customer recently asked Kevin about changing the way their company is set up:
Kevin – At the Portland training I spoke to you about our company still using interface codes. You stated interface codes should not be used anymore. I want to change when we begin 2008. I am looking at this tip and wanted to ask if setting up a totally new company would be the answer to getting away from the interface codes and if so is there anyway of transferring some of the information from the old company into the new? Or is there a way that I can change the old company at the beginning of 2008 even though 2007 is not closed yet? Thank you for your help!
Kevin says: No, you do NOT have to change your company to a new one. In fact I would not recommend this at all because it would mean a lot of work. You can change this setting in your current company at any time.
Also, I am not saying that current CMS users who are using Interface Codes have to turn them off either. But those people who do will find they have more control.
Here is what you need to do:
- First open the Set Up/Select Company window, ”highlight” your company and click the View Modify button, then select the System Settings tab in the Company Information window. Now remove the check in the Use Interface Table checkbox:
- Once you uncheck the box, all the places in the software that previously used Interface Codes will now need to have GL Accounts used in their place. This means it will take a bit of work, although a lot less work than trying to set up a new company. You will have to fix the AR Codes, IN Codes, OE (cash Code), and any opposing codes that were use in the interface method you were using.
- Here are a few before and after shots on what areas will change:
Before screenshot in AR when Interface Codes are turned on – the place for the GL Account is empty:
After turning off Interface Codes, the GL Accounts will display on some of your code windows - you need to tell CMS which GL Account to put the money:
Here are more screenshots of what to expect in other code windows:
There are pros and cons for using Interface Codes – but doing away with interface codes will allow you to have much more control over your software.
Kevin – System Trainer
June 4th, 2008 at 11:55 am
I disagree heartily that doing away with Interface Codes will give you “much more” control over the software.
One drawback of NOT using ICs is when entering a new stock number, the user MUST go to the Sales Info tab and enter the correct income account. It is common for the AP or Purchasing person to be involved with new items, and they are just as commonly NOT conversant with GL Accounts.
Using ICs fills this field by default with the Inventory Code, so the GL is controlled by a person in the know. The Inventory Code IS a field that AP or Purchasing would be familiar with, and so more likely would select the appropriate one. The only required fields are on the first screen encountered when entering a new item.
I understand that there are different ways to “skin the cat”, but I feel it is a dis-service to clearly state that ICs give you less control over your system. It simply is not true. Both methods can give great control. One does NOT give “much more” control than the other.
The rest of the setup and reporting needs of a company would suggest using or not using ICs.
January 29th, 2009 at 7:27 am
Kay I agree with you!! If there is a manpower transition in any group that inputs data there is a huge possibility that the new employee will not reference things the same way as the previous user or business owner will be looking for the data to be entered. The GL Key gives the same amount of control for data posting it is just not” in your face” and modifiable with each and every transaction. It keeps data flowing based on pre-defined criteria which means that every employee does not need to be trained on the fine art of GL!!!!
April 15th, 2009 at 12:16 pm
I agree with Kay also, the interface codes are a little confusing but once setup properly, its the easiest way to minimize problems. If you don’t you need to remember to add the G/L codes every time you add a stock number.