Adding or Modifying Distribution Codes

Distribution codes let you specify the revenue, inventory, and cost of goods sold general ledger accounts to which you post data from sales transactions, rather than having to manually enter those general ledger codes.

  • 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).

  • If you are deleting a 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.

To add a distribution code:

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

  2. In the Distribution Code field, enter a new distribution code.
  3. In the Description field, enter a description of the code.
  4. 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.

    If you use Sage 300General Ledger with your Accounts Receivable database, you can click the Finder Finder button or press F5 to display a list of general ledger account numbers. Highlight the account you want, then press Enter to insert it in a field.

  5. Specify a default discount status for the distribution code. More...

    Your choice for the distribution code appears as the default discount status when you use the distribution code in an invoice, credit note, debit note, or recurring charge detail.

  6. Click Add.

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

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