Distributing Invoices

You can distribute invoice amounts to multiple General Ledger (G/L) accounts, using any of these methods:

  • Automatic Distribution: On the Invoices, Debit and Credit Memos or Invoices, Debit and Credit Memos G/L Distribution form, select the record for the invoice you want to distribute, and select Actions > Generate Distributions. A message displays when the process is complete.
    Note:  The default G/L accounts from the Accounts Receivable Parameters form and the customer's tax code are used.
  • Manual Distribution: Use the steps in this topic.
  • Reapplication of an Open Credit: On the A/R Posted Transactions Detail form, locate the open credit you want to reapply. Make a note of the customer, debit or credit transaction, check/reference number, and invoice number associated with the transaction. Then follow the remaining steps in Reapplying Open Payments.

The system posts only balanced entries to the G/L Journals. It posts one side to the A/R Account set up for the invoice and the other side from the distributions entered on the Invoices, Debit and Credit Memos form. Therefore, the amount distributed for any transaction must equal the total amount for the invoice. If not, the system detects these errors when it posts the transactions, and cancels the posting.

To manually distribute the invoice amounts:

  1. On the Invoices, Debit and Credit Memos G/L Distribution form, select Actions > New.
  2. Select the customer for which you are adding a distribution.
  3. Select the number of the invoice you are distributing.
  4. In the Dist Seq field, accept the default, which is the next available sequence number.

    This number is used to order the distributions.

  5. In the Tax System field, select the tax system for the distribution; or, for a non-tax distribution, leave this field blank.
  6. In the Dist Amount field, enter the amount of the distribution.
  7. In the Account field, select the account to post the distribution to.
  8. Select Actions > Save.
  9. To continue adding distributions until the Total Remaining field is 0 (zero), repeat these steps as necessary.
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