Journal Entry Distribution Statuses

The system displays a badge on the journal entry view screen indicating the extent to which its amount has been distributed across other transactions.

Steps

1. From the main menu, click Accounting.
2. Select Journal Entries.
3. Open the desired journal entry to view its details.

If the journal entry is linked to any distributed amounts (distribution of the journal entry to Requisitions or Indirect Costs), you will notice the following on the screen:

Distribution Status Badge: Appears next to the current journal entry status in the screen header and displays either Partially Distributed or Fully Distributed.

How the System Works

• The Partially Distributed badge appears when at least one distribution exists from an Indirect Costs record, but the total amounts distributed across all cost centers are still less than the journal entry’s total amount.
• The Fully Distributed badge appears in either of the following cases: the journal entry has been fully distributed through a Requisition expense distribution (which always takes the full journal entry amount at once), or the total amounts distributed from Indirect Costs records across all costs centers equal the journal entry’s total amount.
• When the status becomes Fully Distributed, this badge completely replaces the Partially Distributed badge. Requisition expense distributions and Indirect Costs distributions are entirely independent of each other. If a journal entry becomes Fully Distributed through an Inbound Requisition, it is removed only from the dropdown list in Requisition expense distribution forms and remains available normally in Indirect Costs forms. Likewise, if it becomes Fully Distributed through Indirect Costs, it is removed only from the list in Indirect Costs forms and remains available in the Requisition expense distribution list.
• No badge appears if the journal entry has no linked distributions.
• This badge is generated automatically by the system and is read-only; it cannot be modified manually.
• If an Indirect Costs record that previously distributed an amount from this journal entry is deleted, the badge is recalculated automatically and may revert from Fully Distributed to Partially Distributed, or disappear entirely if no distributions remain.

Validation Rules

A journal entry with any linked distributions, whether partial or full, cannot be deleted. When attempting to delete it, the following message appears: “This journal entry cannot be deleted because it has been distributed to one or more transactions. Remove the distributions first.”