Entering Distributions to a G/L Account

Use the Invoices, Debt and Credit Memos G/L Distribution form to distribute a transaction amount to a G/L account.

Entering Distributions

You can distribute to the G/L accounts using two methods:

  • Enter the distributions manually by adding records.
  • Select Actions > Generate Distributions to generate them automatically.
Accounts Receivable Parameters

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 at this 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.

Note:  If you post an invoice from Sales/Parts Orders, the system calculates the Amount field on this form less the line-item discount(s), which it calculates and subtracts during Sales/Parts Orders. If you enter an invoice manually, subtract the discount amount from the Amount field.

On the Actions menu, the Generate Distributions option performs the generation process. A message is displayed when the process is complete.

Tax Fields

The tax fields on this form are stored with the invoice history and displayed on the tax reports. The system uses these fields to record the detailed tax records for G/L distributions associated with taxes.

There should be one tax-distribution record for each combination of tax system rate tax-code and exempt tax-code.

The system displays and updates the tax system, [Tax Code Label], [Tax Code Item Label], and tax-basis fields only on tax-related distributions. The system does not display these fields for non-tax distributions. The system sets the fields when you post them from COE--or, for directly entered invoices, from the Generate Distribution option.

Mixed Taxable and Non-taxable Line Items

Because directly entered invoices do not define line items of mixed taxable and non-taxable status, you can overwrite the standard tax calculation. To do this, update the Amount fields of tax-related G/L Distribution records. The system reflects these changes in the tax fields of the invoice header, which you cannot update directly.

This feature allows you to enter tax-only Debit and Credit Memos, as well as manually enter the tax for mixed invoices.