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.