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 has not expired. The object code must valid. Valid object codes are active codes in the object code table and are not included in the OBJECT CONSOLIDATION parameter.

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

  1. Click add in the Actions column to add the item line.

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

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

  6. If the item needs to be distributed to more than one accounting line, repeat steps 4 and 5. The sum of all accounting lines must equal 100 percent when you finish the distribution.

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

Line item accounting and line item commodity codes can create considerable repetitive data entry. KFS allows you to load the information to all the line items rather than entering the information to each line item separately. The steps below describe how to distribute this information. This process distributes accounts and commodity codes only to line items that have no accounts and no commodity code. It does not replace accounts or commodity codes that have been set up for individual line items.

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

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

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

  3. Enter a commodity code and the accounting line and indicate the percent of this item line that is to be distributed to the items on this requisition. If there is a single accounting line for these items, the percent must be 100.

    Note: The system validates values as you enter the information.

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

  5. If the items need to be distributed to more than one accounting line, repeat steps 3 and 4. The accounting lines distribution should total 100%.

  6. Click the button to apply this distribution to all item lines that do not yet have an accounting line distribution specified.

    The system displays the top of the document and the message 'The accounts were successfully distributed to all items'.

More:

Removing Accounts from all Item Lines