Use Distribution Code

Access this form during transaction entry using Use Distribution Code.

Use this form to quickly create transaction line items by using a distribution code. A distribution code specifies how a given amount should be allocated.

You must provide the Distribution Code, Description, Date, GL account, Amount to Distribute, and whether to distribute as a debit or credit. (If you are entering a budget or an encumbrance, distribute your transaction as a decrease or an increase.) After you click OK, the system automatically adds one or more rows to the transaction entry table based on the information you entered.

For Prepayments, if a global prepayment default (GL Account Code) was entered by the Administrator on the Set Up A/R Module - Accounts Receivable tab, (Organization>Set Up Modules>A/R), then when this button is used, the system automatically defaults to that selected GL Account Code. Even though the default displays, a different GL Account Code can be selected on the form during transaction entry.

Account Level Security is available for this form. It allows you to define (filter) the account codes and related amounts a user can view. Note that if a user does not have Account Level Security enabled, they can see all account codes.

The Distribution Code field only displays codes that either share the same currency as the session currency or have a currency of ANY. The Amount to Distribute field follows the formatting of the organization's functional currency, even though the data is still processed in the currency selected on the Session form (if it is different than the functional currency).

Distribution codes that apply to Accounting only, Payroll only, or Both Accounting and Payroll can be created. However, since the Payroll module can only use USD as its functional currency, distribution codes that are setup for Payroll only or Both, can only be used in USD sessions. Distribution codes that apply to Accounting only can be used with all currencies as long as a fixed amount has not been used in the distribution code.

 

Use Distribution Code Distribution Code: Enter a distribution code or select one from the drop-down list. Distribution codes must have been previously set up using the Maintain>Distribution Codes form.

Transaction

  • Description: Accept the default description for the transaction (from the transaction entry form), or enter a new one.
  • Date: Accept the default date for the transaction (from the transaction entry form), or enter a new one.
  • GL: Enter a General Ledger account code, or select one from the drop-down list. The Amount to Distribute, designated below, is disbursed to this account.
  • Amount to Distribute: Enter a monetary amount greater than zero. If you designated an amount when you set up your distribution code, that amount is applied first. Any amount left is allocated according to the percentages set up for the distribution code.

Distribute As Debit, Credit: Choose to distribute your transaction as a debit or as a credit . If you are entering a budget transaction or an encumbrance, the options are Increase or Decrease.

  • Use the following table to determine if a distribution is entered as a debit or credit or as an increase or decrease:

If you are entering

distributions on the…

and the document

amount is…

the distribution is

entered as a…

Cash Receipts form

positive

credit

Cash Disbursements form

positive

debit

A/P Invoices form*

positive

debit

A/P Credits form*

positive

credit

Manual A/P Checks form*

N/A

N/A

A/R Invoices form*

positive

credit

A/R Credits form*

positive

debit

Journal Vouchers form

N/A

debit

Budget form

N/A

increase

Encumbrances form*

N/A

increase

*These selections are only available if the Accounts Payable, Encumbrances, or Accounts Receivable modules are installed.