Distribution

Accounting Data Entry can be automated and/or controlled by defining distribution patterns for a triggering account combination e.g. purchases from a given supplier can only be allocated to certain expenditure accounts i.e. an invoice from the Gas Company must be expensed to Utilities.

See:
Accuracy Control over Distributions
Creating a New Distribution Pattern
Distributing Fixed Charges
Stepping through the Distribution
Using Suggested Distributions

Creating A New Distribution Pattern

Enter an actual or a dummy document
into the Accounting Data Entry window. If a dummy entry is used, delete it after the distribution pattern is saved.

Select the line item
in the Entered documents browser to activate the Document lines browser.


Select Tools - Distribution - New
This will display the Distribution window. The  workspace in the top portion will be blank (until a data record has been loaded from the Document lines browser) and all document transaction lines will have been loaded from the Document lines browser of the Accounting Data Entry window into the Document lines browser of the Distribution window. The template view is used to develop the proto-type transaction.

The Distribution window looks similar to the Accounting Data Entry window with these substitutions

   


Define the Parameters

The Field locking view displays all fields applicable to the template, each one with a switch; to lock a field set the switch to On. Lock fields that should become non-editable during data entry e.g. the Description field may inherit (because of Input action: Suggest or Repeat) its data from the initial entry to Accounts Payable and, by locking the field, disallow editing during the automatic distribution process.

After completing the conditioning of the record, click the Set line button and repeat the process for the next record, if any.

In our example, we have a standard distribution for Vendor #2 "Pa Bell" of three different expense items, two of which have fixed amounts


Using Suggested Distributions
Once a Distribution pattern has been defined and saved, it will "kick in" automatically once the "trigger" is recognized during data entry. On completing the Document line that contains the trigger, the Select Distribution panel is displayed.

The top portion is a scrollable "inventory" of defined Distribution patterns using the same trigger (which may be just a single occurrence).  In our example we provided for three distinct distributions from the same vendor (GL 3030, Sub 20): Email, Fax, and Phone. The bottom of the Select Distribution panel shows:

and three buttons:

The Distribution definition as an accuracy control tool
Some definitions are established to define all distributions that are possible (legitimate) for a given supplier and possibly the related products and services acquired.  Other definitions are set up on a must use basis; however, this is not system enforced. This can be controlled in one of two ways (e.g. your  phone company may issue separate invoices for voice, fax, and email  - as we provided for in our example):

  1. set up a single definition for the telephone company and specify all possible distribution accounts. On receiving an invoice and processing it, click off those Suggested Distribution lines that do not apply to the invoice being processed and press the 1 by 1 button to start the distribution process; or,
  2. set up a separate definition for each type of phone company  invoice with identical triggers (i.e. Prefix-GL-Subledger) but different Name and suitable Description on saving the Distribution definition. You can still select the distributions that don't apply e.g.  in our example provision was made for Telephone Long Distance GL Account 8032, you may wish to bypass it if there are no charges:


Stepping through the Distribution
During data entry, when the Select Distribution panel is displayed, select the applicable distribution (if more than one option is shown e.g. Phone), set Use switches (if applicable) and press the 1 by 1 button to start the distribution process. In our example above, we set the Use switch to Off for GL 1 302.

Pressing the1 by1 button will display Accounting Data Entry window:

In our example, we started with an entry to Vendor #2 in the amount of -425.00 and excluded GL Number 1 812 from Use. After stepping through the Distribution for GL Numbers 1 701 and 1 812, the Running total was -152.50. After completing the record for GL 1 812, the template was refreshed with the following result:

 

 

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