Manually Entering Distributions to a G/L Account

  1. On Invoices, Debt and Credit Memos G/L Distribution form, select Actions > New to add a record.
  2. Specify this information in the header section:
    Customer
    Select the customer for whom you are entering the transaction.
    Type
    The transaction type is displayed.
    Order
    Select the number of the customer's order that this invoice applies to. For transactions that are created in sales/parts orders, the customer's order number is displayed.
    Number
    The invoice number is displayed.
    Posted From Order
    This check box is selected if the invoice was added during the posting of a sales/parts order.
    Apply to Invoice
    The invoice to which the debit or credit memo is applied is displayed.
    Date
    The current date is displayed. Optionally, select a different date as the invoice date.
    Due Date
    The due date from the Invoices, Debit and Credit Memos form is displayed.
  3. Specify the amount of the transaction. Values for these fields are displayed:
    Freight
    The freight amount for the transaction is displayed.
    Miscellaneous Charges
    The amount of miscellaneous charges for the transaction is displayed.
    Sales Tax
    The amount of tax calculated for the invoice is displayed.
    Currency
    The currency code for the customer is displayed.
    Exchange Rate
    The exchange rate for the transaction is displayed.
    Fixed Rate
    This check box is selected if the current transaction uses a fixed rate.
    Excise Rate
    This check box is selected if the current transaction uses an excise rate.
    Total
    The total amount is displayed.
    Total Distributed
    The total amount distributed for the transaction is displayed. This amount must equal the Total field of the invoice, debit, credit memo transaction in order to be in balance and for posting to occur.
    Total Remaining
    The amount remaining on the invoice is displayed.
  4. Specify this information:
    Distribution Sequence
    When you enter a new record, Accounts Receivable automatically increments this number for each additional distribution entered.
    Tax System
    Specify the number of the tax system to be used with this tax distribution. Leave the field blank for non-tax distributions.
    Distribution Amount
    Specify the amount to distribute to the G/L account. This amount is part of the total invoice amount posted to the G/L. The sum of amounts of all the distribution records must equal the total invoice amount for posting to be completed. This amount is always positive.
    Account
    Specify the G/L account number where the amount of this distribution record is posted. Header ButtonClick this button to open the A/R Invoice Debit and Credit Memo form, where you can update information for the distribution header.
  5. Save the record.
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