Maintaining distributions

You can add new distributions to or maintain the existing distributions of a released invoice. If you change the distribution lines of a recurring invoice, all recurrences reflect the change. If the changes you make to an invoice result in an out-of-balance condition, the invoice expense will not be posted to the general ledger until you correct the error. The total expense distribution amount must equal the invoice amount, and the total tax distribution amount must equal the invoice tax amount.

For distribution lines that have a corresponding retainage value, changing the distribution amount will affect the retainage amount and how payment records are split. Therefore, changes to the distribution amount are not allowed.

Maintain distributions

  1. Access Distribution Adjustments (AP30.2).
  2. Specify distribution adjustments. You can change the posting company, posting account, user analysis field, and posting amount.

    Posted distribution lines cannot be maintained in the same way you would maintain an unposted distribution. To maintain a posted expense distribution, add two new distribution lines: one to reverse the incorrect line and one to add a correct line.

  3. Make additional distribution changes, if needed.
    If you want to Then
    Balance the total tax amount of an invoice to the total tax distribution amount. Click the Tax Amount button and use Tax Amount (AP31.2) to change the invoice tax amount. The total tax distribution amount must equal the total invoice tax amount before the distributions can be processed by Invoice Distribution Closing (AP175).
    View a tax code at the goods line If the Tax Ind field for a line is T, or if an asterisk is displayed beside the Tax button, click the Tax button and use Tax (AP30.7) to view the tax code, taxable amount, and the tax usage code for that line. Changing the tax details of a line is not allowed. You need to delete and add again the line to update its tax detail.
    Add comments to the invoice Click the Invoice Comments button to add comments to the invoice.
    Adjust the total tax amount of the invoice to bring the total tax distribution amount into balance with the invoice tax amount Changing the tax details of a line is not allowed. You need to delete and add again the line to update its tax detail.
    Add optional asset information for a distribution Click the AM button and use Asset Management (AP22.2) to add asset information.
    Add or change optional distribution information including activity, unit amount, reference, and the description Click the More button and use Released Invoice Adjustments (AP30.8) to change the optional distribution information.
    Reverse accounts activities, and expenses charged to a distribution download

    Select the Reverse form action. You must reverse the entire distribution of the original transaction in error.

    Note: Reversals and correcting distributions reflect the current posting period. The transaction date reflects the original distribution.
    Maintain comments that explain a correction or adjustment Click the Cmt button to access the AP Distribution Comments subform.
    Approve distribution records

    Access Distribution Approvals (AP36.2). You can approve or reject any distributions with pending status.

    Note: AP36.2 is only available it you have selected distribution adjustments on the Workflow tab of Company (AP00.4).

Related reports and inquiries

To Run
List distributions comments and record statuses Vendor Comments Listing (AP212)
List the status of distributions Distribution Approval Listing (AP237)