Creating a Split Distribution

When you define a journal entry or enter an invoice in the Accounts Payable application, you can define a recurring journal entry to distribute a transaction line amount to another account over several periods. The journal entry is posted to a holding account, such as a prepaid expense account. On a recurring basis, the holding account is decreased and the user-defined posting account is increased. Use this procedure to create split distributions in General Ledger. For information about creating a split distribution in Accounts Payable, see the Accounts Payable User Guide.

You must add the journal entry header information before you add the recurring entry information.

Note: You can enter recurring information for one or more transaction lines on a journal entry.

To create a split distribution

  1. Access Journal Entry (GL40.1).
  2. Define the journal entry that you want to create a split distribution for.
  3. Click the More button next to the transaction line you want to split to open Additional Information (GL40.4).
  4. Click the Recurring button to open Recurring Journal Interface (GL38.1).
    Note: Create and process recurring entries using Recurring Journal Interface (GL38.1) if you need to record and pay for an invoice in one period and expense it in multiple periods.
  5. Use Recurring Journal Interface (GL38.1) to define the split distribution. Use the following guidelines to enter field values:
    Recurring (type)

    Select whether the recurring journal entry is Normal or Intercompany.

    To Company

    Select the company number you want to use in the journal entry. If you are defining a normal journal entry, the From Company defaults. If you are creating an intercompany journal entry, this is the company you are posting the transaction to.

    To Account

    Select the accounting unit and account number to post the split amounts to. For example, you can enter a prepaid insurance account on the journal entry and an insurance expense account in this field.

    Note: To distribute to multiple accounts or accounting units, you can create an allocation entry in the Lawson Allocations application.
    User Analysis

    Type the user analysis you want to associate the journal, if there's any

    To Activity

    Type or select an activity you want to include in the journal entry.

    Currency Rate

    Type or select the rate used to calculate currency exchange operations on non-base currency amounts. If you leave this field blank, the currency exchange rate defined in the Lawson Currency system defaults.

    Posting Day

    Type or select the day you want to post the transactions to the general ledger.

    Reference

    Type or select a reference associated with the transaction.

    Source Code

    Select a source code to identify where transactions are created within a system. If you leave this field blank, Journal Entry defaults.

    Begin Period and Year

    Type the year and period to start creating the recurring journal entry.

    End Period and Year

    Type the year and period to stop creating the recurring journal entry.

    Select Period

    Select the accounting periods you want to distribute the scheduled amount to. You must select at least one period and the periods must be within the beginning and ending date range and defined as valid periods for the company.

    Note: An asterisk displays next to the Recurring button if recurring journal entry information is defined.
    Note: The recurring entry is created when the journal entry is added. The recurring journal entry is created with a status of Ready/Unreleased.
  6. Click OK. The application distributes the transaction line amount equally over each period selected.
  7. To view or change the amounts processed each period, click the Schedule button on Recurring Journal Interface (GL38.1) override the amounts or units to be processed on Recurring Journal Schedule (GL38.2). Use the following guidelines:
    Amount and Units

    You can enter new amounts in the Amount or Units fields.

  8. Release the journal entry using Journal Control (GL45.1).
    Note: An entry must be released before it is interfaced for the first time.
  9. Release the recurring journal entries using either Recurring Journal (GL70.1) or Recurring Control (GL75.1).
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