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Invoice Distribution is the process of distributing invoice amounts to various GL accounts. After distribution is complete, the invoice status may be changed to "Approved" in order to make the invoice available for export to an accounting system. Invoice Distribution is used only when Accounting Integration is enabled. If Accounting Integration is not enabled, the Invoice Distribution page will not be available for use.
The following sections will help you understand the Invoice Distribution page and the processes of locating, distributing, and approving invoice distributions.
"Understanding the Invoice Distribution Page" on page 321
"Locating, Distributing, and Approving Invoice Distributions" on page 327
"Understanding the Invoice Distribution Page" on page 321
"Locating, Distributing, and Approving Invoice Distributions" on page 327
"Invoices Home Page" on page 275
"Suggested Job Price" on page 277
"Understanding Invoice Information" on page 278
"Creating An Invoice" on page 295
"Reviewing An Invoice" on page 303
"Accounting Integration And Invoice Workflow" on page 307
"Invoicing Scenario Example" on page 310
"Invoice Distribution" on page 319
"Setting Up Invoice Backdating" on page 335
"Generating An Invoice List (Invoice Find)" on page 337
"Posting An Invoice" on page 341
"Generating An Invoice Journal" on page 344
"Printing Multiple Invoices" on page 347
"Exporting To Accounting" on page 360
Understanding the Invoice Distribution Page
The Invoice Distribution page is used to distribute invoice amounts among GL Accounts and to Approve invoices for exporting to Accounting.
Review this page for information on the information presented and controls available in the page.
Each Invoice Distribution page is composed of the following sections:
"General Information Section" on page 322
"Invoice Items Section" on page 324
"Distribution Section" on page 325
The information in the General Information section is identical to that which appears in the Invoice Details page. None of the information in this section is editable in the Invoice Distribution page, except for the Approve checkbox.
The current status of the invoice distribution. The status is determined automatically based on the current distribution and the state of the Approve checkbox. Possible statuses include the following: Not Ready for Approval - Assigned when the invoice has not been distributed satisfactorily among GL accounts. When the invoice distribution has this status, the Approve checkbox cannot be checked (and consequently, the invoice cannot be exported to the accounting system). Ready for Approval - Assigned when the invoice has been distributed satisfactorily among GL accounts. When the invoice distribution has this status, the Approve checkbox may be checked (but currently is not). The invoice cannot be exported to the accounting system. Approved - Assigned when the invoice has been distributed satisfactorily among GL accounts and the Approve checkbox has been checked. The invoice can be exported to the accounting system. Exported - Assigned when the invoice has been exported to the accounting system. | |
This checkbox control is used to Approve the invoice distribution. Invoice distributions that have been approved are available for export. The checkbox will only become active (available to be checked) when the invoice has been distributed satisfactorily among GL accounts (See "Satisfactory Distributions" on page 324 below). When the checkbox is checked and the invoice distribution is saved, the status of the invoice distribution will be "Approved". | |
Job Manager uses the following criteria to determine if an invoice has been satisfactorily distributed among GL Accounts. Both criteria must be fulfilled before an invoice distribution is considered satisfactory. The credits and debits must balance - the sum of all amounts should be zero. Any deviation from this will be displayed as the "Unbalanced Amount". The invoiced amount must be fully distributed - the sum of all positive amounts should be greater than or equal to the total invoice amount. Any deviation from this will be displayed as the "Undistributed Amount". |
For information on all other fields in this section, refer to "Understanding Invoice Information" on page 278.
The information in the Invoice Items section of this page is identical to the Invoice Items section of the Invoice Details page, except for the fact that none of this information can be edited in this page.
For additional information on information displayed in this section, refer to "General Invoice Information Section" on page 280.
The Distribution section is used to distribute invoice amounts to various GL accounts either manually or automatically. Instructions for manual and automatic distribution are provided in "Locating, Distributing, and Approving Invoice Distributions" on page 327.
Click to see a detailed description of the Distribution section.
Opens a popup list for selecting from available invoice distribution policies to use for automatically distributing invoice amounts amongst GL accounts. The following policies are supported by Job Manager, though they must be enabled by the Administrator. Policies not enabled by the administrator will not appear in the Redistribute popup list. By Department according to Default Task Assignment By Department according to Default Task Assignment with Tax/Non-Tax separation By General Distribution Category By General Distribution Category, with Taxable/Non-Taxable separation | |
The code and name for the distribution account. If distributing an invoice automatically using a distribution policy selected in the list, the code field will be automatically populated. If manually distributing an invoice, you can type a valid account code or use the magnifying glass icon ( | |
The amount to be distributed to the distribution account. If distributing an invoice automatically using a distribution policy selected in the list, the amount field will be automatically populated (but can be manually changed, if desired). If manually distributing an invoice, you must type an amount in this field. Debit amounts are represented as positive values, Credit amounts are represented as negative values. | |
Any notes or memo information related to the amount to be distributed to the distribution account | |
The dynamically calculated balance of credits and debits. The sum of all amounts must be 0.00 for the distribution to be considered satisfactory. (See "Satisfactory Distributions" on page 324.) | |
Displays either the undistributed credit amount, or the undistributed debit amount, whichever is greater in terms of absolute value (regardless of its +/- sign). This value is dynamically calculated. This value must be 0.00 for the distribution to be considered satisfactory. (See "Satisfactory Distributions" on page 324.) | |
Any notes related to the invoice distribution can be entered here. |
Locating, Distributing, and Approving Invoice Distributions
The Invoice Distribution page allows a user to distribute invoice amounts amongst GL accounts and save an existing invoice distribution as "approved" for export to your accounting software. Before attempting to distribute an invoice, you should be aware of your organization's accounting practices and conventions.
Only existing, non-posted invoices are available for distribution to GL accounts. Distribution can be performed either manually (by entering account codes and amounts) or automatically (by using an invoice distribution policy).
Only when an invoice has been satisfactorily distributed to GL accounts can it be approved and made available for export to the accounting system. Refer to "Satisfactory Distributions" on page 324 for additional details. However, incomplete or unfinished distributions may be saved to the database and completed at a later time.
When invoice distributions are not saved as Approved, the invoice status will be set to "Invoiced." When invoice distributions are saved as Approved, the invoice status will be set to "Approved" and the invoice may be exported to the accounting system.
NOTE: The Invoice Distribution page is only available if the Administrator has enabled and configured the Accounting Integration feature of Job Manager and granted the appropriate access privileges. If the "Distribution" link does not appear above the header in the Invoices tab and it is your responsibility to distribute invoices, please contact the Administrator.
Locating an invoice for distribution
- Select the Invoices tab and click the Distribution link. The Please Select an Invoice page will open.
- Type a job number, invoice number, or customer code related to the invoice you want to distribute and click Go (
). A selectable list of all available invoice distributions matching the job number, invoice number, or customer code will appear. Select an invoice distribution. The Invoice Distribution page for the selected invoice will appear.
Tip: If you want to browse the list of all invoices available for invoice distribution, you can leave the search field blank and click Go.
At this point, you may proceed with "Distributing an invoice manually", "Distributing an invoice automatically (using an invoice distribution policy)", or "Approving an invoice distribution".
Distributing an invoice manually
- Open the invoice Distribution Page for the invoice you want to distribute. Instructions for locating an invoice and opening it in the Invoice Distribution page are provided in "Locating an invoice for distribution" on page 328 above.
- Click Edit (
) to open the Invoice Distribution page for editing. If you selected an "exported" invoice (which may have already been imported into your accounting system) in step 2, a prominent message will be displayed at the top of the page. - Scroll down to the Distribution section of the page.
- Type the first few characters of an account code in a Code field, then press Tab. This will prompt Job Manager to look up the GL accounts whose codes begin with or match the code that was entered, and auto-complete several fields in the grid based on this information. If you do not know the code of a GL account, you may type an asterisk ("*") and press Tab. Using an asterisk will prompt Job Manager to display a popup list of all the accounts defined in the system.
- Type the amount you would like to distribute to the account selected in step 4 in the Amount cell and press Tab. Enter a positive number to represent a credit and a negative number to represent a debit. Negative numbers should preceded by a minus sign, not placed in parentheses.
- Type any notes you would like to include with the amount distributed to the GL account in the Memo field.
- Repeat steps 4-6 for each additional account to which you would like to distribute the invoiced amounts.
- OPTIONAL: Adjust the invoice distribution by entering new values in each Amount field.
- Click Update (
). The invoice distribution will be saved to the database.
If you have finished your invoice distribution and you are ready to Approve it, continue with "Approving an invoice distribution" on page 334 below. Otherwise, you may return to this invoice distribution at any time to continue, complete, or modify the distribution amounts.
Distributing an invoice automatically (using an invoice distribution policy)
- Open the invoice Distribution Page for the invoice you want to distribute. Instructions for locating an invoice and opening it in the Invoice Distribution page are provided in "Locating an invoice for distribution" on page 328 above.
- *Click Edit (
) to open the Invoice Distribution page for editing.*If you selected an "exported" invoice (which may have already been imported into your accounting system) in step 2, a prominent message will be displayed at the top of the page. - Scroll down to the Distribution section of the page.
- Click the Redistribute link in the Distribution section of the page. A popup list will appear, containing all available distribution policies. Available invoice distribution policies are determined by the Administrator. See "Redistribute" on page 326 for a list of invoice distribution policies that may be enabled by the Administrator.
- Select an Invoice distribution policy in the popup list. The Distribution List will be populated according to the selected distribution policy. Invoice amounts will automatically be distributed in the Amount cell for each GL account.
Important! If the Approve checkbox at the top of the page does not become available for selection after an invoice distribution policy is selected, the policy may not be properly configured. If this occurs, you may want to contact the Administrator.
- OPTIONAL: Adjust the invoice distribution by entering new values in each Amount field.
- Click Update (
). The invoice distribution will be saved to the database.
If you have finished your invoice distribution and you are ready to Approve it, continue with "Approving an invoice distribution" on page 334 below. Otherwise, you may return to this invoice distribution at any time to continue, complete, or modify the distribution amounts.
Approving an invoice distribution
- Locate and open an invoice distribution for editing. Instructions for locating invoice distributions for editing are available in "Locating an invoice for distribution" on page 328.
- Review the distribution in the Distribution section of the page. Since once an invoice distribution is approved, it can be exported to accounting, ensure that the invoice is properly distributed before proceeding.
- Scroll up to the top of the page and ensure that the Distribution Status is set to "Ready for Approval" and that the Approve checkbox control is enabled (can be checked). If the Distribution Status is not set to "Ready for Approval", the invoice has not been satisfactorily distributed and the Approve checkbox cannot be checked.
- Click Update (
). The invoice distribution will be saved to the database with a status of "Approved." Consequently, the invoice will be available for exporting to the accounting system.