Invoice distributions contain account distribution information such as debit and credit accounts, the amount to distribute, and whether to classify distributions using projects, classes, grants, or transaction codes. You add invoice distribution information when you add a new invoice. You can also add and edit distribution information on an existing invoices under Distributions by selecting Edit.
Tip: When you view distributions on the invoice record, select Extended view to expand the full list of invoice distributions, including the record's interfund entries. This view provides access to filters, which make locating invoice distributions easier and faster. For example, you can create a list of invoice distributions based on the amount or amount type.
Payables automatically verifies that all distributions balance when you save the invoice, so you are assured the distributions will post.
Tip: You can define default distributions on vendor records so that the distributions default in for the invoices created for the vendor.
Under Distributions enter the post status and post date information for the invoice.
Select the account and enter a descriptions for the distribution.
Enter the debit and credit amounts of the distribution. Because invoices allow for negative distributions, the two columns do not always equal the invoice total.
Note: Normally, invoices are distributed to expense accounts, which are debited to record the expense. A credit to an expense account reduces the amount of expense, and is sometimes referred to as a “negative distribution.”
Next select the projects, classes, grants, and transaction codes for the distribution.
To apply an account distribution set, make your selection and click Apply to distributions. Account distribution sets allow you to split an amount you have assigned to an account over several projects and transaction codes.
Most account distribution sets are defined in Accounts PayableConfiguration in the database view, however, you can use the Distribution Set Creator Excel add-in to add cash management distribution sets to both the database and web views. For more information, see Distribution Set Creator Excel Add-In.
Tip: Budget distribution sets are still managed in the database view.
Enter custom fields to further define the distribution. For more information about custom fields, see Custom Fields.
If the interfund transfer entries are required, select an interfund entry set from the drop-down. The interfund entry set determines what balancing entries are created.
To distribute discounts to invoice expense accounts instead of the default discount account, mark the checkbox.
Click Add distribution.
You can edit and delete invoice distributions from the invoice edit page. To edit an invoice distribution, select the account number in the Distributions grid to expand the row.
To delete an invoice distribution, mark the checkbox next to the distribution row you want to delete and select Delete row. You can also select Delete all distributions to remove all distribution at one time.
Note: When you change the amount or distribution of a posted invoice, the Create a distribution form appears. For more information about invoice adjustments, see Invoice Adjustments.