Creating Accounting Distributions in the Items Section

Accounting distributions for item lines may be created individually or a single accounting distribution may be copied to all line items on the requisition. A valid account string contains a chart, an account and an object code. The account must be active and the expiration date must not have been reached. The object code must be valid. Valid object codes are not only active codes in the object code table but are also not included in the 'OBJECT CONSOLIDATION' parameter.

To create accounting distributions for individual item lines, follow these steps.

  1. Add the item line to the requisition.

  2. In the Current Items section, click the Description: tinybutton-show button for the line to which you want to add an accounting distribution.

  3. In the Item Accounting Lines section, click the Description: tinybutton-show button.

  4. Complete the accounting line and indicate a percent of this item line that should be charged to this accounting line.

    Note: If there is only a single accounting line for this item the percent should be 100.

  5. Click Description: tinybutton-add1 to add an accounting line.

  6. If the items need to be distributed to more than one accounting line, repeat steps 4 and 5.

    Note: All the accounting lines should total 100 percent when you have completed their accounting line distribution.

    This process may also be followed to add accounting distribution lines for items in the Additional Charges section. Open the Accounting Line Itemssection for that miscellaneous line item and follow steps 4-6 above.

Line item accounting and line item commodity codes could create a lot of repetitive data entry. For example, if there are 100 line items but only one account/object code and one commodity code is being used, KFS allows you to load the information to all the line items rather than entering the information to each line item. The steps below describe how to distribute this information.

Note: Accounts and commodity codes are distributed only to the line items where there are no accounts or no commodity code. This process does not replace the accounts or commodity codes that have been set up for individual line items.

  1. Click Description: tinybutton-add1 to add the item line to the requisition.

  2. In the Add Item section, click the  button.

  3. The system opens a new Accounting Lines section and a blank Commodity Code field.

  4. Complete the Commodity Code field and accounting line and indicate the percent of this item line that is distributed to the items on this requisition.

    Note: If there is only one accounting line for this item, the percent should be 100.

    The system validates values as you enter them.

  5. Click Description: tinybutton-add1 to add the accounting line

  6. If the items need to be distributed to more than one accounting line, repeat steps 3 and 4.

    Note: All the accounting lines should total 100 percent when you have completed the distribution.

  7. Click Description: tinybutton-disttoitems to apply this distribution to all item lines that do not already have an accounting distribution specified.

The system displays the top of the document along with a message indicating that the accounts were successfully distributed to all items.

More:

Removing Accounts from all Item Lines