Distribution Codes

Access this form using Maintain>Distribution Codes.

Use this form to enter a standard entry template, called a Distribution Code. The template is used during the transfer process, when entries are created in MIP Fund Accounting. Distribution Codes allow you to specify, in advance, to which account segments you want to distribute transaction amounts. Distribution Codes help to reduce transaction entry time and increase accuracy for common entries. They are most useful when you have specific types of transactions that are allocated to too many accounts on a regular basis (and while the amount may vary each time, the account codes generally do not). Examples might include utilities and rent, which you pay regularly and can be distributed to the same account codes each time.

When you enter a Unit value on a line, the system automatically calculates (or recalculates) percentages for each line item. Note that you cannot enter percentages of your own. For example, if you enter the square footage related to each line item, the system displays percentages based on all of the square footage. If you use unit values, you must use them for all percentage lines.

All Distribution Codes must have Percentages, and they must equal 100 percent. Amounts are applied first, and any remainder is applied according to percentages.

 

Code: Select a previously entered code from the drop-down list, or enter a new Distribution Code that describes the accounting entry template you are creating. Using a word for the code makes selecting the appropriate Distribution Code easier. We recommend using all numeric codes and IDs. Numeric codes and IDs are generally easier and faster to enter during transaction entry. We also recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: | " '.

Status: Specify the status of the code. When creating a new code, accept the default status, A (Active), or select I (Inactive) or D (Discontinued) from the drop-down list. The status can be changed at any time. Below are valid status entries and their descriptions:

• Active (A) - An active status allows transaction entry to this code.
• Inactive (I) - Set a code to inactive when you do not want to use it regularly for transactions, but you may need to use it at some point. A warning message appears when you attempt to use an inactive code. The warning message is for notification only; you can still use the code in a transaction.
• Discontinued (D) - Designate a code as discontinued when you no longer use it. The system does not allow transaction entry to be processed using a code with a discontinued status.

Apply To: Select whether you want to apply your Distribution Codes to Accounting only (A), both Accounting and Payroll (B), or Payroll (P). This field is not available if the Payroll module is not installed and added to the organization.

Description: Enter or change the description of the Distribution Code.

Currency: Select a currency type from the drop-down list, such as USD, CAD, EUR, GBP, or MXN. The currency defaults to the organization's functional currency. Currencies were created and activated by the Administrator using the Organization>Currency Setup form. This field is only available if you have installed and added the Multicurrency module.

Distribution Codes Table: The distribution code must equal 100%. Therefore, if you only enter amounts, you must add an additional line that equals 100%.

• Segment Codes: Enter the codes for the account segments displayed. (All of the segments specified when the organization was created are available here.) If you have more columns than can be displayed at one time, you can scroll to view or access other segments. Note that all of the segments must be completed on each line. If you click Display Titles , the code titles display on the bottom left of the form.
  Remember using Revenue or Expenditure type general ledger accounts in combination with your distribution code requires all segments. If you are only using balance sheet type general ledger accounts, then only balancing segments are required here. Notice the general ledger type segment is not available. The general ledger account is entered at the time you generate your entry.
  
• Percent: Enter the percent you want distributed to the current line item. You must have at least one line item with a percent and the total percent must equal 100.
  When entering percentages in the system, do not include a decimal point. For fractional percentages, you must enter the leading zeroes. For example, enter the following numbers to indicate the percentages:
  0005 = .5%
  005, 05, or 5 = 5%
  50 = 50%
  
• Units: If you use units, you must enter a unit value for all lines that do not contain an amount. The resulting percentages are automatically calculated for you. Combinations of units and amounts are allowed, but as separate line items.
• Amount: Enter the fixed amount you want distributed to the current line item. During transfer (when the Accounting entry is created), the system first allocates amounts. If more than one line has an amount, the system allocates amounts in the order in which they were entered. Any remaining amount is distributed according to percentages.