Distribute Expenses on Journals from a Requisition
You can distribute the value of journal entries, such as shipping or customs entries, on the cost of the products in a requisition created from a purchase invoice. For each debit account in the journal, the system shows the Available Amount for distribution alongside the original amount, so you can’t distribute the same amount twice, whether on another requisition or on manufacturing indirect costs.
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Note: Expense distribution is available only for requisitions created from purchase invoices with the status Under Delivery or Accepted, and you must have the Edit Requisition permission.
Contents
Distribute a Journal on a Requisition
- From the main menu, click Inventory, then Manage Requisitions.
- Filter the requisitions by source to show those created from a Purchase Invoice, then open the requisition you want.
- Click Distribute Expenses.
- In the distribution table, choose Journal in the Type column.
- Choose the journal from the list. Each debit account in the journal appears as a separate option, so choose the account you want to distribute.
- Check the Available Amount column. It shows the amount available for distribution, with the account’s original amount below it.
- Enter the Distribution Amount or its percentage, without exceeding the available amount.
- Choose the Distribution Type: Manually, Amount, or Quantity.
- To add another debit account from the same journal or from another journal, add a new row and repeat the steps.
- Click Save.
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Note: You can’t select all the journal’s debit accounts in one row; each debit account is selected in its own row. An account you already selected in another row of the same distribution doesn’t appear in the list.
Which Journals Appear in the List?
A debit account appears in the list as long as it has an amount available for distribution. The available amount is the account’s original value minus what was already distributed from it on other requisitions and on manufacturing indirect costs.
Example: a journal has two debit accounts, the first for 1000 and the second for 500:
| Case | What appears in the list |
|---|---|
| The first account is fully distributed, and the second isn’t distributed. | Only the second account appears, with an available amount of 500. |
| The first account is partially distributed (400 of 1000), and the second isn’t distributed. | Both accounts appear: the first with an available amount of 600, and the second with 500. |
| Both accounts are fully distributed. | Neither appears. |
The following also don’t appear in the list:
- Journals saved as drafts.
- Expense journals. To distribute an expense, choose the type Expense instead of Journal.
- Journals of other branches, if the Branches app is active.
Distribution Table Columns
| Column | Description |
|---|---|
| Type | The type of the distributed item: Expense or Journal. |
| Expense / Journal | The expense, or the journal’s debit account, that you want to distribute. |
| Available Amount | The amount left for distribution from the account, with the original amount below it. |
| Distribution Amount | The amount or percentage you want to distribute on the requisition’s products, up to the available amount. |
| Distribution Type | How the amount is distributed on the products: manually, by amount, or by quantity. |
Effect on the Journal Status
After saving, the distribution status appears on the journal’s view page in Journal Entries:
- Partially Distributed: when only some of the journal’s debit accounts, or part of their amount, are distributed.
- Fully Distributed: when all the journal’s debit accounts are fully distributed. The journal then no longer appears in the distribution list.
Error Messages and Solutions
| Cause | Message | Solution |
|---|---|---|
| You entered an amount larger than the account’s available amount. | Amount exceeded available amount | Enter an amount that doesn’t exceed the Available Amount. |
| You entered a percentage larger than 100%. | Percentage exceeded 100% | Enter a percentage that doesn’t exceed 100%. |
| You entered a negative amount or zero. | Please enter a positive number | Enter an amount greater than zero. |
| The account’s available amount changed before you saved, because part of it was distributed on another requisition or on manufacturing indirect costs while your distribution page was open. | The entered amount exceeds the remaining available amount for this journal transaction. Available: … | Enter an amount that doesn’t exceed the available amount shown in the message, then click Save again. |
| You didn’t select an expense or a journal. | This is a required field and could not be empty | Add at least one row. |
FAQ
Why doesn’t a certain journal appear in the distribution list?
Because its debit accounts are fully distributed on requisitions or on manufacturing indirect costs, or because the journal is a draft, an expense journal, or belongs to another branch.
Why doesn’t the Distribute Expenses button appear on the requisition?
The button appears only on requisitions created from purchase invoices, and it requires the Edit Requisition permission.
Can I distribute all the journal’s debit accounts at once?
No. Select each debit account in its own row in the distribution table.