Distribution Template

This task is used to automatically distribute vendor charges to various General Ledger accounts.  For example, a telephone bill needs to be distributed to various departments based on usage:  sales – 60%; warehouse – 15%; administration – 25%. Go to:

• Accounts Payable (Module 3)
  • Distribution Template (Task 23)
    • Enter New Template Record (Sub-task 1)

01. Code/Name   :        TELE               (4 characters – alphanumeric)

02. Description :           Telephone        (20 characters – alphanumeric)

(below - fields on the left are for up to 9 GL accounts; right side is the distribution %)

03. G/L account :741-01                      04. Dist% xx.xx :60.00

05. G/L account :741-02                      06. Dist% xx.xx :15.00

07. G/L account :741-04                      08. Dist% xx.xx :25.00

09. G/L account :   -                             10. Dist% xx.xx :0.00

11. G/L account :   -                             12. Dist% xx.xx :0.00

13. G/L account :   -                             14. Dist% xx.xx :0.00

15. G/L account :   -                             16. Dist% xx.xx :0.00

17. G/L account :   -                             18. Dist% xx.xx :0.00

19. G/L account :   -                             20. Dist% xx.xx :0.00

NOTE: The distribution CODE cannot be the G/L account #. For the example above the CODE can’t be 7410.

Once the template is set up, go to the Vendor Master File (Task 17 in AP) and proceed to Field #37 – Default G/L.  Press the F1 key to see a list of template codes and descriptions using either the description or * for all the template names.  Select the appropriate code by using a 1 or Y (for Yes).

When a voucher is entered for that vendor, the appropriate GL accounts (along with the right division number) and the designated percentages of the total voucher will be allocated automatically.  Note: the GL numbers and the dollar amount can be changed, if necessary, while in Voucher Entry and Editing.