Distribution Codes

Sage ERP Accpac Accounts Payable 6.0

image\field_bt.gifDistribution Codes

Use this form to:

  • Define codes to identify the general ledger account numbers to use when distributing purchases to general ledger accounts.
  • Specify a description (name) for each distribution code.
  • Specify whether the distribution code is active or inactive.
  • Specify a Discountable status for the distribution code.

A distribution code is a name for a single general ledger account. Distribution codes provide an easy way to specify account numbers when you distribute purchases, because you can make them shorter — and easier to remember — than the general ledger account numbers.

Accounts Payable lets you distribute transactions by distribution sets (groups of distribution codes), by distribution code, or by general ledger account number. You select a default distribution method for each vendor in the vendor records.

Once you define distribution codes, you can group them in distribution sets, to provide sets of default distributions for assignment to vendors.

Click here for tips on using Accounts Payable forms.

Posting transactions with distribution codes

When you post invoice and adjustment batches, Accounts Payable creates general ledger transactions for the accounts represented by distribution codes, and lists the information on the posting journals.

Before using

  • Print the Distribution Codes report from the Setup Reports folder.
  • If changing account numbers, check that your general ledger contains the accounts you want to assign to new distribution codes.
  • If deleting codes, print the Distribution Sets report from the Setup Reports folder. Accounts Payable does not warn you if you are deleting a code that is part of a distribution set, but you will not be able to use the code if you distribute an invoice using the distribution set to which it belonged.
  • Print the Vendor List with the Profile information to see which vendors use the distribution codes you want to change.

Adding distribution codes

You use the Distribution Codes form to add distribution codes. For each record you enter a unique code, up to six characters, a description (name) for the code, and the general ledger account number that the code represents.

You can define as many distribution codes as you need to represent the various general ledger accounts to which you distribute purchases.

  1. Click the New button next to the Distribution Code field.
  2. Fill in the Description and General Ledger Account fields and add the record.

Editing distribution codes

You can change the description and the general ledger account number assigned to a distribution code, but you cannot change the distribution code.

To edit a distribution code

  1. Enter the distribution code, or select it from the Finder.
  2. Make the changes you need.
  3. Click Save to record the changes.

Effects of changes

If you change the general ledger account assigned to a distribution code, the new general ledger account is used only in transactions you add after making the change. Existing transactions will be posted to the original general ledger account, unless you edit the transactions to enter the new account number.

If you change the general ledger account assigned to a distribution code, the new account number is automatically entered in any distribution set records that use the distribution code.

Making a distribution code inactive has the following consequences:

  • You cannot select an inactive distribution code as the default code when adding a new vendor group or vendor record.
  • You cannot update a vendor group or vendor record that uses an inactive distribution code.
  • You cannot use the inactive distribution code when you add an invoice. (But you can print and post the invoice if you made the distribution code inactive after you entered the invoice.)
  • You cannot add or save changes to a distribution set that includes an inactive distribution code.

Deleting distribution codes

Deleting codes does not remove any information from your ledger (except the code definition). If you accidentally delete a code, just add it again.

Note that Accounts Payable does not stop you from deleting a code which is part of a distribution set, or a code which is assigned to a vendor record. However, if you delete a distribution code, that code will be rejected when you try to distribute an invoice using the code (even if you are using the code in a distribution set).

Deleting a code after adding an invoice (but before posting it) has no effect on posting. However, you will have to change the code if you edit the invoice, because you cannot save changes to an invoice that uses a deleted distribution code.

Before you start

  • Assign a different distribution code to vendor groups and vendor records that use the code you want to delete.
  • Post batches that use the code you want to delete, or edit the batches to enter the new code to use.

To delete a distribution code

  1. Enter the distribution code, or select it from the Finder.
  2. Click the Delete button. If a message appears asking you to confirm the deletion, choose Yes.

After changing distribution code records

  • Print the Distribution Codes report by choosing File, Print from the Distribution Codes form or by choosing the Distribution Codes icon in the Setup Reports folder.
  • Edit any distribution sets which contain a deleted distribution code to remove a deleted distribution code and, if desired, assign a new distribution code. You should also print new copies of the Vendor Group List and Vendors report for the records you changed.
  • Print new copies of the Distribution Sets report for any sets in which you changed distribution codes.
  • If you do not want to use a modified or deleted distribution code with existing unposted transactions, edit the transactions to assign new distribution codes or general ledger account numbers to which to post the transactions.

Click here for tips on using Accounts Payable forms.

 

Related Topics