A/P Invoice Distribution Details
Accounts Payable Menu -> A/P
Invoices -> A/P Invoice Details ->
DISTRIBUTE button -> A/P Invoice Distribution
Details
This process can be used to split the unposted invoice total up,
creating multiple invoices for payment over several different due
dates.
To use this feature, a G/L account for the A/P Distribution
Suspense must be assigned for each currency in Default Accounts. This account is used as a
holding account in the G/L to balance amounts that are to be
invoiced at later dates and to allow the total invoice to be
expensed immediately.
In the window, the Original Invoice #, Original
Invoice Date, and total Invoice Amount for distribution,
are displayed for reference.
The Invoice Amount from the original invoice can be used to
agree the sum of the distribution invoices displayed as the
Distribution Amount.
Note: If the primary invoice has an associated Invoice
Ref, this reference number is not passed on to the distribution
invoices.
The prompts to setup the individual invoices, amounts, and dates
for payment, are:
-
- FINAL INVOICE DATE
- In Change mode if a distribution schedule already exists, this
field is skipped and the details are displayed.
The details can be modified as required.
If the distribution details need to be recreated totally, click
CLEAR to delete any records in the table and to
return to the Final Invoice Date field and proceed as
outlined for Add mode below.
In Add mode there are two options for building the invoice
list:
- To auto-generate a schedule of invoices dated at equal
intervals for equal amounts, enter the date of the last invoice to
be created in the proposed schedule.
- # OF INVOICES TO CREATE
- Enter the number of invoices over which to spread the invoice
schedule.
The resulting invoice table can be modified as required.
-
To manually build the payment schedule, leave the Final
Invoice Date and the # Of Invoices To Create fields
blank and enter your own list of invoices, with invoice numbers,
dates, and amounts for each payment.
Distribution Details:
Invoice dates and totals can be added, deleted, and modified,
however the total of the distribution details must match the total
A/P Invoice amount before the distribution schedule can be
accepted.
INVOICE #
- If the distribution invoices are system generated, the selected
number of invoices are displayed. The numbering system uses the
original A/P invoice number followed by a colon (:) and an invoice
counter.
If the distribution invoices are being entered manually, any
invoice number can be used, however it is easier to recognize the
original source invoice and the relationship, if the numbering
method described above is used.
Note: An invoice # and date that exactly match an existing
invoice number and date for the vendor will not post, and will be
caught in the invoice edit before posting.
INVOICE DATE
- If the distribution invoices are system generated, the invoice
dates will be scheduled evenly across the allowed period. These
dates may be modified.
If the distribution invoices are being entered manually, enter the
appropriate date for each invoice record.
Note: The invoice dates must be after the original invoice
date.
Date Range Control checking does NOT restrict these dates.
DISCOUNT DATE
- The invoice discount dates display according to the terms
assigned to the Vendor.
These dates may be modified.
DUE DATE
- The invoice due dates display according to the terms assigned
to the Vendor.
These dates may be modified.
AMOUNT
- If the distribution invoices are system generated, the invoice
amounts display an equal portion of the original invoice, for each
invoice in the schedule. The final invoice may differ to
accommodate any remainder amount. These amounts may be
modified.
If the distribution invoices are being entered manually, enter the
appropriate dollar amount for each invoice record adding up to the
total Invoice Amount.
Finished ?
- Click ACCEPT to accept the schedule.
The Distribution Amount is the sum of the distribution
invoices listed and must equal the total Invoice Amount
value, before exiting the window.
Click CANCEL in the distribution details to return to the
Final Invoice Date field.
Then CANCEL again to exit or recreate the distribution schedule as
explained above in Add mode.
Posting:
The primary invoice and the distribution invoice can be posted by
batch in Post A/P Invoices.
Refer to Post A/P Invoices for a detailed
explanation of how the postings for A/P invoices are distributed
over multiple invoices with different payment dates and for how the
A/P and the G/L reflect this process.
Note: Any unposted invoices that were created and distributed
over multiple invoices for the purpose of payment over varying
dates, cannot be modified or deleted until the distribution
information is first deleted out of A/P Invoices.
ACTIONS:
Additional actions provided by buttons on
the A/P Invoices Distribution Details screen include:
- Clear or Re-Create the Distribution Invoice
Schedule:
To completely cancel or erase an existing schedule, click the
CLEAR button to delete any records in the table and
to return to the Final Invoice Date field.
A new schedule then can be generated automatically or manually as
required.
Topic Keyword: APID01