Accounts Payable > Accounts Payable Invoice > Create AP Invoice

The GL Distribution Page provides a grid where you can enter and amend the general ledger accounts to which the AP invoice transaction is to be posted. The default accounts come from the vendor record.

The grid section is used in instances where you want to record the amount of your payables into different accounts in order to allocate the cost to different departments. This is useful especially when your business is concerned with monitoring activities per department. You may also enter in the Line Description column a short description of each entry in the grid.

Perform the following steps in this tab:

1.Accept or amend the default GL Account ID for the following fields:

oAccounts Payable

GL Account ID to which general ledger liability for this invoice transaction is to be posted. The GL Account ID you will enter must exist in AccountMate. The system will post (as a credit) 100% of your purchases from this vendor to this account.

Note: If you are accessing a non-profit company that uses the US (United States) country tax and the Multiple Payable Account feature is activated in AP Module Setup, the default Accounts Payable GL Account ID will come from the Account Segment Values Maintenance -> Fund Segment Default Setup tab pertinent to the fund segment value assigned to the AP invoice GL Distribution accounts. If multiple Accounts Payable GL Account IDs are set up for the AP invoice, you may click the Multiple AP Distribution button beside the Accounts Payable Amount field to display the Multiple AP Distribution window.

oOpen Debit

GL Account ID to which prepaid transactions is to be posted. When the invoice created is applied with an open debit amount; the amount applied will be displayed in the Amount column, next to the prepayment account description.

oNonpayment

GL Account ID to which the amount in the Nonpayment field in the Information tab is to be posted. This field will only be activated if you mark the Enable Nonpayment option of the AP Module Setup function.

2.Accept or amend the GL Account IDs in the GL Distribution grid. For reference purposes, you may enter in the Line Description column a short description of the GL distribution line. The default GL distribution accounts comes from the vendor record. Click the Append row to end button or the Insert row before current button to add a new GL distribution line in the grid. If you want to delete a GL distribution line, highlight the entry; then, click the Delete selected rows button.

Notes:

•The Cost Variance account will also be shown in the grid to reflect the changes in the vendor’s price. The default account comes from the GL Accounts page of the Vendor Maintenance function.

•You can only add authorized reference accounts in the GL Distribution Grid if you activated the Use Authorized Reference Accounts Only option in the Settings tab of the Vendor Maintenance function. The assignment of authorized reference accounts is made in the GL Accounts page of the Vendor Maintenance function.

3.If the Expense Amortization feature is activated, the Amortize checkbox is displayed adjacent to the Line Description column. Mark the Amortize checkbox for each GL distribution line that you wish to amortize. Once the Amortize checkbox is marked, the Amortization details grid is displayed. In the Amortization Details grid, review the information or enter the appropriate values in the following fields to define the amortization settings for the GL distribution line:

oAmortized Expense Account

Accept or amend the default value in this field. This will be the GL account to which the amortized amount will be posted each time the expense amortization is realized. The default value in this field comes from the vendor record.

oMethod

Accept or amend in this field the default amortization method chosen for each amortizable GL distribution line. Choose the Straight-Line method to amortize the expense in equal amounts over a period; otherwise, choose the Specific method. To amend, click the List box; then, select either Straight-Line or Specific.

oAmortization Frequency

Accept or amend the default value in this field depending upon the desired frequency of the expense amortization. You can choose among the following options: Daily, Weekly, Bi-Weekly, Semi-Monthly, Monthly, Bi-Monthly, Quarterly, Semi-Annually, and Annually.

oNumber of Cycles

Accept or amend the default value in this field. This is the number of times expense will be amortized within the date range specified in the Start Date and End Date fields.

oStart Date/End Date

Accept or amend in the default dates in these fields. This refers to the dates when you need to start and to end the amortization. The default dates are specified during invoice creation. AccountMate automatically updates the End Date field when the number of cycles is changed.

oLast Day

Mark this checkbox if you want to designate the next amortization date as the last day of any given month. This field will be disabled if you entered Weekly in the Amortization Frequency field and/or you entered in the Start Date field any date other than the last day of the month.

Q. How can I allocate the expense portion of my payables into different departments?

A. You can distribute the expense amounts to designated departments by adding the appropriate departmental distribution account in the GL Distribution page of the AP Invoice Transaction function.

GL Distribution Page

GL Distribution Page

See Also