General Ledger Distribution

General Ledger Distribution - Fields

Grid Button Bar

The Transfer Information button located above the primary grid allows you to transfer invoices for credit card purchases. The button is available only for credit card vendors.

For more information, see Purchase Vendor Transfer.

Quick Row

This field displays the number of the selected row in the primary grid. Additional fields for the selected row appear in the secondary grid. Enter a row number to view or edit information for a different row, or click the Find Row button to search for a row in the Search Grid window.

Click the Net Balance button to add the undistributed balance to the current line.

Line Number

This field displays the line number in the grid and can only be viewed. The line number appears red for lines that are new or modified. After the Accept button is clicked, the line number changes from red to black.

G/L Account

Enter the general ledger account number to debit for the invoice, or click the Lookup button to list all general ledger accounts. This field defaults to the general ledger account number entered in Vendor Maintenance for posting of the vendor’s invoices, or if a table was selected in the Expense Distribution Table window or in the Exp Dist Table field in Manual Check and Payment Entry, the accounts set up for that table in Expense Distribution Table Maintenance appear. Multiple line distributions are permitted.

Enter an asset account in this field and select a template in the Asset Template field to create assets in Sage Fixed Assets based on the invoice lines entered in Manual Check and Payment Entry.Asset accounts are set up in Asset Account Maintenance.

To complete the entry of an invoice, you must assign a valid account number for posting. If an appropriate account number is not available, you can delete the invoice. If the account number is longer than the field, use the left and right arrow keys to view the entire account number.

Accounts can be created in this field if the appropriate setting is selected in the Auto Create when all Segments are Valid field in General Ledger Options.

Note Sage Fixed Assets refers to the fixed assets product used with Sage 100.

Amount

Enter the distribution amount to post, or click the Calculator button to enter an amount using the calculator. The total amount of the invoice distribution (the units multiplied by the unit cost) appears, but it can be changed. You can enter a positive or negative value.

If a table was selected in the Expense Distribution Table window or in the Exp Dist Table field in Manual Check and Payment Entry, an amount calculated using the percentage entered for the general ledger account in Expense Distribution Table Maintenance will appear in this field. If you change the amount, the value in the Exp Dist Percent field will be adjusted accordingly. Changing the amount for the current line will not automatically adjust the amounts for any other lines.

Comment

Type a comment to describe the invoice distribution.

Description

This field displays the description of the general ledger account entered, and can only be viewed. This field is available only if the Accounts Payable module is not integrated with Job Cost.

Job Number

Enter the job number to use for the distribution of invoice costs, or click the Lookup button to list all job numbers. If the Define Job Statuses Allowed in Entry check box is selected in Job Cost Options, the system checks to see if the status of the job number entered is allowed in Job Status Maintenance.

If you enter a job number with a status that is not allowed, a message appears. If the appropriate security is set up in Role Maintenance, you can click Yes to enter the job number. If the appropriate security is not set up, you can click Yes to override security with a logon ID and password. In both cases, if you click No, the job number is removed from this field. If this field previously displayed a job number with a valid status, that number will repopulate this field.

This field is available only if the Accounts Payable module is integrated with Job Cost.

Cost Code

Enter the cost code to use for the distribution of invoice costs, or click the Lookup button to list all cost codes. Click the Active Cost Code Lookup button to list active cost codes for the selected job. You must enter a cost code if a job number is entered. This field is available only if the Accounts Payable module is integrated with Job Cost.

Cost Type

Enter the cost type to use for the distribution of invoice costs. The cost types assigned to the current cost code appear in the Status Bar for reference. If the current cost code was assigned only one cost type, the cost type appears in this field. This field is available only if the Accounts Payable module is integrated with Job Cost.

Unit Cost

Enter the unit cost to use for the distribution of invoice costs, or click the Calculator button to enter an amount using the calculator. This field is available only if the Accounts Payable module is integrated with Job Cost and if a unit of measure is assigned to the cost code/cost type in Job Masterfile Maintenance.

Units

Enter the total number of units (quantity) for this invoice distribution, or click the Calculator button to enter an amount using the calculator. This field is available only if the Accounts Payable module is integrated with Job Cost and if a unit of measure is assigned to the cost code/cost type.

Retention Rate

Type a retention rate to use for the line item. The retention rate entered for the job number/cost code overrides the retention rate assigned in the Vendor file. This field is available only if the Accounts Payable module is integrated with Job Cost.

Retention Amt

Enter the retention amount, if applicable, or click the Calculator button to enter an amount using the calculator. The retention amount is calculated by multiplying the extension amount by the retention rate assigned to this line item. This field is available only if the Accounts Payable module is integrated with Job Cost.

Job Description

This field displays the job description of the job number entered, and can only be viewed. This field is available only if the Accounts Payable module is integrated with Job Cost.

Cost Code Desc

This field displays the description for the cost code entered, and can only be viewed. This field is available only if the Accounts Payable module is integrated with Job Cost.

U/M

This field displays the unit of measurement entered for the cost code and cost type in Cost Code Maintenance. This field is available only if the Accounts Payable module is integrated with Job Cost.

Transfer

This check box is selected if a purchase vendor transfer was performed, and can only be viewed.

Asset Template

Select the asset template to use to create assets in Sage Fixed Assets. Asset templates are set up in Sage Fixed Assets and allow you to predefine values for new assets to be created.

Assets can be created from an invoice line in Manual Check and Payment Entry only if an asset template is selected in this field. If the Require Template to Create Assets from A/P and P/O check box is selected in Fixed Assets Options, you must select a template to complete the distribution.

To make sure the latest templates are available in this field, you can refresh asset templates. For more information, see Refresh Asset Templates.

This field is available only under the following conditions:

The Fixed Assets module is integrated with Accounts Payable.

An asset account is entered in the G/L Account field. Asset accounts are set up in Asset Account Maintenance.

The Job Number field is not entered for the line in Manual Check and Payment Entry.

You have the appropriate security set up.

Note Sage Fixed Assets refers to the fixed assets product used with Sage 100.

For more information on asset templates, refer to the Sage Fixed Assets Help system.

Exp Dist Percent

If an expense distribution table was selected in the Expense Distribution Table window or in the Exp Dist Table field in Manual Check and Payment Entry, this field displays the percentage amount entered for the general ledger account in Expense Distribution Table Maintenance. You can enter a different percentage amount or click the Calculator button to enter an amount using the calculator.

If you change the percentage amount, the value in the Amount field will be adjusted accordingly. Changing the percentage amount for the current line will not automatically adjust the percentage amounts for any other lines.

This field is available only if an expense distribution table is selected in the Exp Dist Table field.