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Account Distribution Subtask

Use this subtask of the Approve PO Invoices screen to view, edit, or add information relating to the charge code allocations for the given purchase order invoice line.

If no account distribution information exists for the invoice line, you can use this subtask to allocate the purchase order invoice line costs to various accounts, organizations, and projects. There must be at least one row with entries on this subtask before you can approve a purchase order invoice.

You will not be able to edit the account, project, and organization for invoice lines that were auto-created by the process based on timesheets, even if the Charge Code Change check box is selected on the Configure Purchase Order Voucher Settings screen.

If you need to make a correction to the project/account/organization, enter a correcting timesheet. Alternatively, you can do the correction using a purchase order voucher as a negative entry to the incorrect project/account/organization and a positive entry to the corrected project/account/organization.

For manually entered invoice lines, the project, account, and organization corresponding to the work assignment charge line default from the Manage Work Assignments screen, but you can edit them.

Table Window

If the Charge Code Change check box is selected on the Configure Purchase Order Voucher Settings screen, you can maintain the selected purchase order invoice line's account distribution information in this table window. If the Charge Code Change check box is cleared, all fields in this table window are disabled and you cannot add new lines.

Field Description
Account

This field displays the account assigned to the purchase order invoice line.

If entering or editing a record, the account must be active, cannot be a summary account, and must allow charging for this invoice's fiscal year, period, and subperiod.

Acct Name

This field displays the name of the account.

Organization

This field displays the organization assigned to the purchase order invoice line.

If entering or editing a record, the organization must be active. It must also be a valid organization/account combination that allows charging for this invoice's fiscal year, period, and subperiod.

Org Name

This field displays the name of the organization.

Project

This field displays the project assigned to the purchase order invoice line.

If entering or editing a record, the project must be active.

Proj Name

This field displays the name of the project.

Allocation

This field displays the allocation percentage assigned to the purchase order invoice line account/organization/project combination.

Total Before Discount Amount

This field displays the total before discount amount allocated to each account distribution line.

Discount Amount

This field displays the discount amount allocated to each account distribution line.

Total Amount

This field displays the total amount allocated to each account distribution line.

1099

Whether or not this check box is selected is determined by whether or not the Print 1099-Misc Form check box is selected for the vendor for this purchase order invoice in the 1099s group box on the Header tab of the Manage Vendors screen. If the Print 1099-Misc Form check box and Type are selected for this vendor, this check box defaults as selected and the 1099 Type field is populated.

Both the 1099 check box and 1099 Type field in this table window are null if they are not selected for the vendor via the Manage Vendors screen. You can manually change both fields regardless of their settings. When the invoice is paid, the lines that have this check box selected are used in the calculation of the 1099 payments for this vendor.

Org Abbrev

This field displays the organization abbreviation assigned to the purchase order invoice line. Changing the organization abbreviation automatically changes the organization, and vice versa.

Proj Abbrev

This field displays the project abbreviation assigned to the purchase order invoice line. Changing the project abbreviation automatically changes the project, and vice versa.

Proj Acct Abbrev

This field displays the project account code for the project number.

Ref 1, Name

This field displays the Ref 1 assigned to the purchase order invoice line.

Ref 2, Name

This field displays the Ref 2 assigned to the purchase order invoice line.

VAT Recovery Amt

This field displays the value-added tax (VAT) recovery amount, if any.

1099 Type

If you selected the 1099 check box for the row, enter, or click to select, a 1099 Type.

If the Print 1099- Misc Form check box and Type are selected for this vendor on the Header tab of the Manage Vendors screen, this field defaults with the Type. You can change this field. 

Sales/VAT Tax Amount

This field displays the sales/VAT tax amount.