Adding or Modifying Distribution Codes

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A/R Distribution Codes Screen

About Distribution Codes

Distribution codes specify the general ledger accounts to use when posting sales transactions, so you will not have to manually enter those general ledger accounts every time.

  • Decide on the distribution codes to use.

  • If you are adding a new distribution code, determine the general ledger accounts to assign to it. (If necessary, add the general ledger accounts you want to assign.)

    You assign the following general ledger accounts to distribution codes:

    • Revenue.
    • Inventory (used only with an item list).
    • Cost of goods sold (used only with an item list).

To add a distribution code:

  1. Open Accounts Receivable > A/R Setup >  Distribution Codes.

  2. Click Create New.
  3. In the Distribution Code field, enter a new distribution code.
  4. In the Distribution Code Description field, enter a description of the code.
  5. In the General Ledger Account fields, enter the account numbers to which to post transactions that use the distribution code. More...

    If you do not use items in Accounts Receivable, enter the number for the revenue account only. If you plan to use the distribution code with an item list, you must enter numbers for all three accounts.

  6. Select the Discountable option if you want the Discountable status to appear as the default status when you use this distribution code in an invoice, credit note, or debit note detail.
  7. Click Save.

To edit a distribution code:

  1. Open Accounts Receivable > A/R Setup >  Distribution Codes.

  2. Enter the distribution code you want to change.
  3. Make your changes.
    Notes:
    • If you make a distribution code inactive, you can no longer assign it to items or use it in summary invoices.
    • Changing the general ledger account numbers assigned to a distribution code has no effect on existing transactions that use the distribution code. If you want to use the new account numbers with the transactions, you must edit the documents to enter the new account numbers.
  4. Click Save.

To delete a distribution code:

  1. Verify that you can delete the distribution code.
    • Make sure the code is not assigned to any item records. (You cannot delete a distribution code if it is assigned to any items.)
    • Post any outstanding batches containing transactions that use the code you want to delete. Although you can post these batches later, you must enter a new code.

  2. Open Accounts Receivable > A/R Setup >  Distribution Codes.

  3. Enter the distribution code you want to delete.
  4. Click Delete.