Creating Accounting Distributions in the Items Section

Accounting distributions for item lines may be created individually or a single accounting distribution may be copied to all line items on the requisition. A valid account string contains a chart, an account and an object code. The account must be active and the expiration date must not have been reached. The object code must be valid. Valid object codes are not only active codes in the object code table but are also not included in the 'OBJECT CONSOLIDATION' parameter.

To create accounting distributions for individual item lines, follow these steps.

1.     Add the item line to the requisition.

2.     In the Current Items section, click the  button for the line to which you want to add an accounting distribution.

3.     In the Item Accounting Lines section, click the  button.

4.     Complete the accounting line and indicate a percent and/or amount of this item line that should be charged to this accounting line.

•      If  the Account Distribution Method is set to ‘Proportional', you must enter either percent or amount, and the other field will be calculated by the system. If there is a single accounting line for this item, the percent should be 100 or the amount should equal the line item amount.

•      If the Account Distribution Method is set to ‘Sequential', amounts are required and must equal the amount of the line item.  Percentages are also required and must total 100. The percentages indicate how to fund an invoice that exceeds the remaining encumbrances.

5.     Click  to add an accounting line.

6.     If the items need to be distributed to more than one accounting line, repeat steps 4 and 5.

       All the accounting lines should total 100 percent and the amounts should equal the item total amount when you have completed their accounting line distribution and calculated the document.

       This process may also be followed to add accounting distribution lines for items in the Additional Charges section. Open the Accounting Line Items section for that miscellaneous line item and follow steps 4-6 above.

Line item accounting and line item commodity codes could create a lot of repetitive data entry. For example, if there are 100 line items but only one account/object code and one commodity code is being used, KFS allows you to load the information to all the line items rather than entering the information to each line item. The steps below describe how to distribute this information.

     Accounts and commodity codes are distributed only to the line items where there are no accounts or no commodity code. This process does not replace the accounts or commodity codes that have been set up for individual line items.

1.     Click  to add the item line to the requisition.

2.     In the Add Item section, click the  button.

The system opens a new Accounting Lines section and a blank Commodity Code field.

3.     Complete the Commodity Code field and accounting line and indicate the percent of this item line that is distributed to the items on this requisition.

The system validates values as you enter them.

4.     Click  to add the accounting line.

5.     If the items need to be distributed to more than one accounting line, repeat steps 3 and 4.

       All the accounting lines should total 100 percent and the amounts should equal the item total amount when you have completed the distribution and calculated the document..

6.     Click  to apply this distribution to all item lines that do not already have an accounting distribution specified.

The system displays the top of the document along with a message indicating that the accounts were successfully distributed to all items.

     When using the sequential account distribution method, the “setup distribution” method simply copies the percentages and amounts to each line item.  Therefore, when entering account distribution by line item, you will then need to adjust these amounts for each line item, per the requirements specified above.

More:

Removing Accounts from all Item Lines