Set Up Expense Distribution Tables


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Use this procedure to set up expense distribution tables with general ledger accounts and corresponding percentage amounts. You can then select the tables in Invoice Data Entry, Repetitive Invoice Entry, and Manual Check and Payment Entry to distribute invoice balances and payments to the selected accounts based on the defined percentage amounts. A table can be selected for any invoice with no existing lines in Invoice Data Entry and Repetitive Invoice Entry and when entering a new invoice in Manual Check and Payment Entry.

To set up expense distribution tables

  1. Select Accounts Payable Setup menu > Accounts Payable Options. The Accounts Payable Options window appears.

  2. In Accounts Payable Options, on the Entry tab, select the Enable Expense Distribution Tables check box. For more information, see Accounts Payable Options - Fields.

  3. To allow the total distribution amount for all accounts in each table to be less than 100 percent, select the Allow Total Distribution to be Less than 100 Percent check box. When tables with a distribution percentage total less than 100 percent are selected in data entry tasks, the remaining balance must be manually distributed. Click Accept.

  4. Select Accounts Payable Setup menu > Expense Distribution Table Maintenance. The Expense Distribution Table Maintenance window appears.

  5. In Expense Distribution Table Maintenance, type a code and a description for the table. For more information, see Expense Distribution Table Maintenance - Fields.

  6. Enter the general ledger account numbers and the percentage amount that you want to be distributed to each account. The total distribution amount appears in the Total Percent field.

  7. If the total distribution percentage is less than 100 percent, you can click a line with an account number and then click Apply Balance to allocate the remaining balance to the account on the current line.

  8. After entering all of the accounts, click Accept.

The distribution table is now set up and ready for use. You can enter a default distribution table for a vendor on the Additional tab in Vendor Maintenance. The default distribution table is automatically selected in data entry tasks, but it can be changed.