Enabling and Using Distribution Sets

Using Distribution Sets is enabled by the configuration parameter Enable Distribution Sets. You enable the parameter by setting it to Yes. When enabled, the Distribution Set field is available for each line in the Invoice Line Segment of the Task Details window.

When using distribution sets is enabled, there are two ways to use distribution sets in PROCESSIT, either by defaulting sets defined by the supplier site, or by applying them via Task Details during the invoice accounting process.

Any existing invoice DFF line information is copied to new distribution lines. The Distribution Set line description is used if one exists, otherwise the invoice line description is used.

While Accounting aliases are associated with a single account, Distribution Sets can be assoicated with multiple accounts.

PROCESSIT does not support Skeleton Distribution sets only Full Distribution Sets.

Defaulting Distribution Sets

For GE invoices using a supplier site with distribution sets enabled, PROCESSIT creates the distribution set lines in the invoice during enrich invoice. and user will see them upon entering the Account screen.

Applying Distribution Sets During Accounting

If using Distribution Sets is enabled, you can supply Distribution Set during invoice accounting. A field for applying a Distribution Sets is available for each line in the Invoice Line Segment of the Task Details screen. The field automatically suggests values based on input.

By using Distribution sets, a user can allocate percentages of the line total across many accounts or projects. Entering a Distribution Set for an invoice line disables the PO number field, since PO information is not used with Distribution Sets. Accounting and Project information is over-written, since this information is now taken from the applied Distribution Set.

When you select a Distribution Set name, distribution lines are automatically created.

Submitting Invoice with Distribution Sets

Once an invoice with Distribution Sets applied has been coded and submitted, lines are automatically created for all Distribution Sets used while coding the invoice. The invoice lines are split according to the Distribution Set applied. The invoice line splitting only happens when the invoice is submitted, not when it is saved.

Distribution Set Example

For this example, we assume an invoice with a single invoice line with amount total of 100 USD is due for accounting.

• The coder selects a Distribution Set called Simple which allocates 60% of the amount total to account 123, and the remaining 40% to account 456.
• When the invoice is submitted for approval, the invoice line is split into two lines. (The invoice lines are not split if the invoice is only saved.)
• One line with total amount 60 USD for account 123, and another line line with total amount 40 USD for account 456.