Step 10 - Enabling And Configuring Invoice Distribution Policies

Invoice distribution policies allow Job Manager users to automatically associate invoiced amounts with general ledger accounts. The Plug-ins window can be used to enable invoice distribution policies. The Distribution Accounts and Policies Setup window is used to configure each invoice distribution policy by establishing the category-account mappings that the policy uses to distribute invoiced amounts among general ledger accounts. The particular distribution policies you enable, and the configuration you choose, should be determined by an accountant based on the your company's existing accounting practices (particularly, the way that the Chart of Accounts has been set up). Normally, only one invoice distribution policy will need to be enabled and configured.

Note: The setup of invoice distribution policies is an optional step that is necessary only if you wish to provide Job Manager users with the option of automated invoice distribution.

Enabling and configuring invoice distribution policies

1. Select Plug-ins in the Administration tab. This will open the Plug-ins page.

2. Under the "Invoice Distribution Policy" section, enable the appropriate invoice distribution policies. Do not use policies 'with Taxable/Non-Taxable Separation'. Available invoice distribution policies include 'By Department according to Default Task Assignment', 'By Invoice Item Code', and 'By General Category'.

3. Click Save ( ). The policy settings will be saved to the database.
4. Click the Administrator tab and select Invoice Distribution Policy. The Invoice Distribution Policies page will appear. Policies enabled in Step 2 should have a status of "Enabled." Policies not enabled in Step 2 should have a status of "Disabled."

5. Select the policy you would like to configure by clicking Set Up on the right of the selected policy. The distribution categories associated with that policy will be listed in the grid on the right side of the page. Information about the way that the policy categorizes invoiced amounts will be displayed at the bottom of the page.

6. Click the Account you would like to modify. This will open the Invoice Distribution Policy Setup page for the selected account. This will display items and departments not associated with the account on the right, and items and departments that have been associated with the account in the grid on the left.

Note: While the list of available distribution categories for an invoice distribution policy is generated each time the policy is selected from the Policy pop-up, the account-category mappings you set up are stored in and retrieved from the Job Manager database. If a distribution category assigned to an account is no longer present in the list of categories generated by the policy, the name of that distribution category will be italicized in the column on the left side of the window.

7. If there are items in the "Not Associated with..." column that you would like to associate with the current Account, select each item you want to associate and click Add ( ).
8. If there are items in the "Associated with..." column that you would like to disassociate with the current Account, select each item you want to disassociate and click Remove ( ).

Note: Any number of distribution categories (including none) may be assigned to each distribution account. Although not all categories have to be assigned to accounts, assigning all categories ensures correct distribution when the invoice distribution policy is used.

9. When finished associating and disassociating items, click Back to Distribution Policy Summary.
10. Select the next account you would like to review and modify and follow Steps 7-9. If finished modifying accounts, proceed to the next step.
11. When finished, click "Invoice Distribution Policies." This will open the Invoice Distribution Policies page.

12. Repeat this process, starting from Step 5, for each additional policy you would like to set up.

At this point, all enabled invoice distribution policies have been configured, and you may complete the setup process for the integration of Job Manager with Accounting Plus by assigning access privileges for the Accounting Export and Invoice Distribution windows.