Fields and controls
Description
Type a description of the distribution set.
Distribution Method
Select the method by which to apportion an invoice amount among the accounts in the distribution set:
- Spread Evenly. This method divides the invoice amount evenly among all the distribution codes in the distribution set. You can then edit the result.
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Fixed Percentage. This method lets you specify the percentage of the total invoice amount to allocate to each distribution code. You can specify a negative percentage or a percentage more than 100%. You can also edit the results of this distribution method.
- Manual. This method provides no amount allocation; it just enters the distribution codes and lets you enter the amounts of the distribution.
- Fixed Amount. This method distributes a specific amount to each distribution code in the distribution set. You must specify a currency code to use this method, and you can select the distribution code only for vendors that use this currency. You can edit the result.
Note: The setting you select determines the default invoice distribution, which you can override at invoice entry.
Distribution Set
Enter a code to identify the distribution set, using up to six characters.
Inactive (as of)
Select this option if you do not want to assign the distribution set to any vendors.
If you make a distribution set inactive, you can no longer assign it to vendor records or invoice distributions. You also cannot save changes to vendor records or invoices that use the inactive distribution set, unless you first assign an active distribution set to the records or invoices.
You would primarily use the option when you decide to delete a distribution set, and want to ensure no further vendor accounts are assigned to it. You can change this status any time.
Last Maintained
This is an information field in which the program displays the date of the last change made to the distribution set. You do not make an entry in this field.
Table
Description
This column displays the descriptions of the distribution codes you add to the distribution set. You cannot change the descriptions in this column, except by typing a new description for the distribution code in the Distribution Codes screen.
Distribution Amount
If you selected Fixed Amount as the distribution method, enter the amount to allocate to the distribution code.
Distribution Code
Specify the distribution code you want to add to the distribution set. Once you enter the code, Accounts Payable displays the account description and general ledger account number, so that you can verify them.
Distribution Percent
If you selected Fixed Percentage as the distribution method, enter the percentage of the document total to distribute to each distribution code you add to a set.
You can use negative percentages and percentages greater than 100 percent, providing the total is 100 percent.
Accounts Payable warns you if the percentages you enter for a distribution set do not add up to 100 percent, but lets you add or save the record.
Use this type of distribution set when you need to enter additional general ledger account distributions with invoices, but do not want to include the extra accounts in the distribution set.
G/L Account
This column displays the number of the general ledger account that is assigned to the distribution code selected for the detail line. You cannot change the account number in this column, directly.
To change the general ledger account number assigned to a distribution detail, you must select another general ledger account number in the record for the distribution code, using the Distribution Codes screen. If you change the general ledger account assigned to a distribution code, the new account number is automatically entered in the distribution set records that use the distribution code.
You can also enter General ledger accounts directly in the distribution set if you do not use a distribution code. If you want to reuse the description and discount status from an existing distribution code, insert the distribution code in the distribution set, as usual. Then clear the code, and enter the General Ledger account you want to use.
Overview
Use the A/P Distribution Sets screen to create sets of distribution codes to represent the standard groups of distributions to general ledger accounts that you make when entering vendor transactions. You can also enter general ledger accounts directly in distribution sets.
Note: You do not have to create distribution sets. If you prefer, you can assign the general ledger account numbers or distribution codes you need to invoice details as you enter them.
If you add distribution sets, you can assign them to vendor records. Accounts Payable automatically displays the corresponding distribution codes assigned to a distribution set when you enter transactions for the vendor, but you can make any changes you need.
You must define distribution codes before you can use them in distribution sets.
For each vendor account, you choose whether to distribute transactions for the vendor by general ledger account numbers, distribution codes, or distribution sets, and you enter the default set, code or account number. (You can override the default during data entry.)