Distributing Recurring Vouchers

You can distribute the amount of each recurring voucher across multiple accounts in the General Ledger. You can distribute these recurring vouchers either manually or automatically:

  • To automatically create a voucher distribution in the Recurring Vouchers form, select the desired voucher and then select Actions > Distribution Generation.

    When you do this, the distribution uses the default purchases account from the Vendor record. If there is not a default purchases account on the Vendor record, then it uses the default purchases account from Accounts Payable Parameters.

  • To manually create a voucher distribution, use the Recurring Voucher Distribution form and the steps in this topic.

You only need to create the General Ledger (G/L) distributions once for each recurring voucher, unless the payment amount changes.

After the recurring vouchers and their distributions are set up, then each time you run the A/P Recurring Voucher Generation utility, it creates a recurring voucher and posts the voucher and its G/L distributions to the A/P Vouchers and Adjustments form.

Note:  The system saves the recurring voucher's G/L distribution records until you delete the recurring voucher.

The Recurring Voucher Distributions form contains the tax-related fields as described on the A/R Invoice, Debit, and Credit Memo Distributions form. Because you enter the tax amounts on the Voucher header, however, a warning displays if the distributed tax amounts do not match the tax amounts on the Voucher header. The tax amounts are not automatically updated, as in A/R. Use the lower portion of this form if the generated amounts do not match the entered voucher totals.

Use the tax distribution fields to record the detailed tax records that are stored with the voucher history and appear on the tax reports for tax-related G/L distributions. This feature allows you to manually enter tax-only debit and credit memos, as well as record the tax for mixed invoices.

Each combination of Tax System, Rate Tax Code and Exempt Tax code should contain one Tax Distribution record. The Rate Tax Code always appears above the Exempt Tax Code.

The Tax System, [Tax Code Label], [Tax Code Item Label], and Tax Basis fields are displayed and updated only on tax-related distributions.

Because directly entered vouchers do not define a mixture of taxable and non-taxable line items, you can overwrite the standard tax calculation. To do this, update the Amount fields of tax-related G/L Distribution records. These changes are reflected in the tax fields of the Voucher header (which you cannot update directly).

If the tax system is an area-based tax system, the [Tax Code Label] field represents the rate tax code and displays above the [Tax Code Item Label] field, representing the exempt tax code.

If the tax system is an item-based tax system, the [Tax Code Item Label] field represents the rate tax code, and displays above the [Tax Code Label] field, representing the exempt tax code.

The fields represent the [Tax Code Label (1)] field as the rate tax code and the [Tax Code Item Label (1)] as the exempt tax code.

Note: If you are performing a tax distribution, additional fields display on the Recurring Voucher Distributions form.

To manually create a voucher distribution:

  1. Open the Recurring Vouchers form.
  2. Select the desired voucher.
  3. To display the voucher in the Recurring Voucher Distribution form, click Distributions.
  4. On the Recurring Voucher Distribution form:
    1. Select the vendor.
    2. To add a distribution, select Actions > New.
    3. Specify this required information:
      Amount
      Specify the amount for this distribution sequence number.
      Account
      Specify the account number for this distribution sequence number.
  5. Continue adding distributions until the Distribution Total field equals the Invoice Amt field.
  6. Optionally, to associate a distribution with a project on the Recurring Voucher Distribution form:
    1. In the Dist Seq field, accept the default of the next available sequence number.
    2. In the Project field, select the project number for the recurring voucher.
    3. Select the task number.
    4. Select the project cost code.
  7. You might have to enter tax information on the Recurring Voucher Distribution form, depending on how the tax parameters were set up for this vendor. To add tax information:
    1. Select the tax system number to be used with this tax distribution.
    2. Select the tax code rate.
    3. Select the exempt tax code, if necessary.
    4. In the Tax Basis field, enter the taxable monetary amount on which the tax amount is based.
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