You can define as many distribution sets as you need to represent the various combinations of general ledger accounts to which you post invoice data.
For each distribution set, you enter a unique code, up to six characters, a description (name) for the code, the method for distributing the amounts (Manual, Spread Evenly, Fixed Percentage, or Fixed Amount) and the list of distribution codes (or General Ledger accounts) in the set.
Accounts Payable also lets you enter particular General Ledger accounts, as well as distribution codes, in distribution sets.
You do not have to add distribution sets, but it is more efficient to enter a single distribution set rather than several distribution codes or accounts when you add a transaction.
Editing a Distribution Set
You can change the description, the distribution method, the list of distribution codes, and the accounts in a distribution set, but you cannot change the code that identifies the distribution set.
If you want to reuse the description and discount status from an existing distribution code, add the distribution code to the distribution set. Then clear the Distribution Code field and enter the G/L account you want to use. (You cannot change the account for a line to which a distribution code is assigned.)
Effects of Changes
If you make a distribution set inactive:
- You cannot select the inactive distribution set as the default set when adding a new vendor group or vendor record.
- You cannot save changes to a vendor group or vendor record that is assigned the inactive distribution set.
- You cannot use the inactive distribution set when you add an invoice. (But you can print and post transactions that include the distribution set if you made it inactive after you entered the transaction.)
If you change the accounts for a distribution code, Accounts Payable immediately updates the distribution sets that use the those codes when you save the changes.
Deleting Distribution Sets
Deleting sets does not remove any information from your ledger (except the set definition). If you accidentally delete a set, just add it again.
You cannot delete a distribution set if it is assigned to a vendor record. You must assign a different distribution set to the vendor first.
Deleting a set after adding an invoice (but before posting it) has no effect on posting. However, you will have to change to a valid set if you edit the invoice.