Distribution Sets

Sage ERP Accpac Accounts Payable 6.0

$image\field_bt.gif$ Distribution Sets

Use this form to:

Create sets of distribution codes to represent the standard groups of distributions to general ledger accounts that you make when entering vendor transactions. You can also enter General Ledger accounts directly in distribution sets.

You do not have to create distribution sets. If you prefer, you can assign the general ledger account numbers or distribution codes you need to invoice details as you enter them.

If you add distribution sets, you can assign them to vendor records. Accounts Payable automatically displays the corresponding distribution codes assigned to a distribution set when you enter transactions for the vendor, but you can make any changes you need.

Before using

You must define distribution codes before you can use them in distribution sets.

For each vendor account, you choose whether to distribute transactions for the vendor by general ledger account numbers, distribution codes, or distribution sets, and you enter the default set, code or account number. (You can override the default during data entry.)

Adding distribution sets

You use the Distribution Sets form to add distribution sets.

For each record you enter a unique code, up to six characters, a description (name) for the code, the method for distributing the amounts (Manual, Spread Evenly, Fixed Percentage, or Fixed Amount) and the list of distribution codes (or General Ledger accounts) in the set.

Tip: To reuse the description and Discountable status from an existing distribution code, insert the code in the distribution set, as usual. Then clear the code (by double-clicking the Dist. Code field, then pressing the Delete key) , and enter the General Ledger account you want to use in the G/L Account field.

You can define as many distribution sets as you need to represent the various combinations of general ledger accounts to which you post invoice data.

Editing a distribution set

You can change the description, the distribution method, the list of distribution codes, and the accounts in a distribution set, but you cannot change the code that identifies the distribution set.

If you want to reuse the description and discount status from an existing distribution code, add the distribution code to the distribution set. Then clear the Dist. Code field, and enter the G/L account you want to use. (You cannot change the account for a line to which a distribution code is assigned.)

To edit a distribution set

Enter the code for the distribution set, or select it from the Finder.
Make the changes you need.
Choose Save to record the changes.

Effects of changes

If you make a distribution set inactive:

You cannot select the inactive distribution set as the default set when adding a new vendor group or vendor record.
You cannot save changes to a vendor group or vendor record that is assigned the inactive distribution set.
You cannot use the inactive distribution set when you add an invoice. (But you can print and post transactions that include the distribution set if you made it inactive after you entered the transaction.)

If you change the accounts for a distribution code, Accounts Payable immediately updates the distribution sets that use the those codes when you save the changes.

Deleting distribution sets

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

You cannot delete a distribution set if it is assigned to a vendor record. You must assign a different distribution set to the vendor first.

Deleting a set after adding an invoice (but before posting it) has no effect on posting. However, you will have to change to a valid set if you edit the invoice.

Before you start

Assign a different distribution set to vendor groups and vendor records that use the set you want to delete.

To delete a distribution set

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

After changing distribution sets

Print the Distribution Sets report by choosing File, Print from the Distribution Sets form or by choosing the Distribution Sets icon in the Setup Reports folder.
Edit vendor groups and vendor records which were assigned the set.

Click here for tips on using Accounts Payable forms.