Distribution templates

Distribution templates in Accounts Payable define a GL distribution which can be applied automatically when entering AP invoices. The distribution consists of the expense accounts to be debited and the percent or ratio of the invoice amount to debit each account.

Distribution template features

Destination accounts can be defined using wildcard masks. The wildcards are filled in by the operator when the distribution is applied during invoice entry. Using wildcards means that a single distribution template can generate distributions for many different accounts and can be used for many different vendors.

Example

In the image below, the second segment represents the company locations. This distribution distributes 50% to each of the company's two locations and could be used anytime an expense needs to be split evenly between the locations.
A distribution can contain different shared amounts.

Example

The distribution in the image below allocates liability insurance expense across several accounts with varying percentages to each.
All zeros can be entered for the share ratios or percentages. This allows you to predetermine the accounts, but not the dollar amounts distributed to each account.

Example

The distribution in the image below distributes office expenses among accounts but does not specify the share to debit each account so that the dollar amount can be specified at invoice entry time.

When the template is applied on an invoice, this is the initial result before amounts are provided:
Distribution templates allow multiple effective dates so that you can change the distribution as of a particular date. For example, if a new distribution will take effect on 01/01/2015, you could enter the new distribution in advance and assign it a 01/01/2015 effective date. The current distribution that was effective as of 01/01/2010 would be used before January 1, 2015 and then ActivityHD would switch to the new distribution. The GL date on the invoice is used to determine which effective date to apply.
The distribution can be overridden or deleted during invoice entry.
You can add, change, or delete GL detail lines after a template has been applied in invoice entry.
You can apply multiple distribution templates on an invoice.
You can create a default template with the share amount set to 100% so that the Distribution wizard automatically distributes to one predetermined account.

Create a distribution template

In the Navigation pane, highlight the Accounts Payable > Setup > Distribution Templates folder.
Click . The New Distribution Template window opens.
Enter a unique Name for the distribution template.
Enter a Description of the distribution template.
In the Effective Dates table in the Effective On column, enter the date that the distribution you are about to enter in the Distribution table takes effect.
With the row you just entered in the Effective Dates table still selected, go to the first empty row of the Distribution table and enter the full or partial number of the Account to debit during invoice entry.

Note

If you leave any segments unspecified or wildcarded, you will be required to enter the appropriate segment item(s) when you apply the Distribution Template wizard. This feature allows you to define generic distribution templates that will work for multiple companies or departments (depending on the structure of your chart of accounts).
If there are one or more active direct attributes with AP usage, a column for each of these attributes appears in the table after the Account Description. If applicable, enter the appropriate attribute items in these columns. When you apply a distribution template to an invoice, any attributes on the template distributions are copied to the new invoice lines and any account masks associated with the attribute items are applied to the GL account.
In the Share column, enter the percent or ratio of the distribution amount to distribute to the designated account.
Repeat steps 6-8 for any additional accounts that need to be debited.
Repeat steps 5-9 for any additional effective dates/distributions you need to define for the template.

Note

Define multiple effective dates if you need to change the distribution (percentage, ratio, accounts) as of certain dates.
When you finish, save the new distribution template.

Delete a distribution template

Assign a distribution template to a vendor

Apply a distribution template using the Distribution wizard

The procedure that follows describes how to enter an invoice from scratch using the Distribution wizard. The Distribution wizard allows you to quickly and accurately distribute to accounts. The wizard is the mechanism you use to apply a distribution template to an invoice. You can use the Distribution wizard multiple times on an invoice.

To jump to the steps expressly about the Distribution wizard, click here.

Apply a distribution template using the Distribution wizard

In the Navigation pane, highlight the Accounts Payable > Invoices folder.
Click . The New AP Invoice window opens.
Enter the name of the Batch of AP invoices to include the invoice in. The default batch name is the batch from the selected options profile, or the batch from the last invoice entered if the batch name on the profile is blank.

Examples

You could use the name of the month or your initials.
Select the Vendor you are entering the invoice for.
Enter a Description of the invoice.
Enter the Invoice # from the invoice document.
Enter the invoice Date.
Enter the total Amount of the invoice including tax, freight charges, handling charges, and all other items billed on the invoice before any discounts are applied. Negative amounts can be entered. You can distribute the extra expenses to the appropriate GL accounts in the GL Detail table.
If the Purchasing package is installed, the Owner field is visible in the Invoice section. Select the purchasing operator responsible for the invoice.
Enter the PO # associated with the invoice. This field is optional unless the vendor is set up to require a purchase order number.
If you need to prevent the invoice from being merged temporarily, mark the Merge Hold checkbox. This option is useful if the invoice needs further attention before it is processed.
If you need to withhold payment on this invoice temporarily, mark the Payment Hold checkbox. Invoices on payment hold cannot be paid in the group pay process; however, they can be paid individually although ActivityHD does issue a warning.
In the Payment Location field, select the vendor payment location for this invoice. This field defaults to the vendor's default payment location.
If invoice approval is enabled, the Approval section is visible. In the Dept field, select the purchasing department responsible for invoice approval.
In the AP Account field, enter the liability account to credit for the invoice. The account number defaults from the liability account specified on the vendor's record or from the default on the vendor in conjunction with the account mask from the invoice options.
In the GL Date field, enter the date to record the detail postings for the invoice. The default date is the invoice date or the date specified in the invoice options.
Enter the name of the GL Batch to include the invoice in when it is merged. The default GL batch name is the GL batch from the selected options profile, or the GL batch from the last invoice entered if the GL batch name on the profile is blank.
In the Attribute field(s), enter the appropriate attribute value(s) for the invoice. In particular, be sure to enter values for required attributes. If default attribute items are defined on the vendor record, they are copied to these fields. You can override or blank out the default attribute items as needed.

Invoice-level attributes are automatically applied to the detail distribution lines but can be overridden if the attribute is configured for invoice detail usage. Account mask requirements for the liability and debit accounts can be specified on attribute items.
Note

If an attribute is flagged for "Use on GL Detail" and to "Follow Calendar Post Control" and to "Post to GL" for AP and the invoice is merged and the corresponding GL journal entry (for the invoice or the extra GL detail line) is merged and the post control is "Error", the attribute item on an invoice cannot be changed. If those conditions exist but the post control is "Warning", a message is displayed before the attribute item can be changed.

The post control in effect is determined as follows:
1. If there is a segment-specific control calendar on the GL account from the GL detail or extra GL line, use the control calendar. Otherwise, use the default calendar.
2. Open the calendar period that contains the posting date from the GL detail or extra GL line. If there is an AP-specific post control for the period, use it.
3. If the period of the posting date is outside the periods before or the periods after the current period, use the post control on the calendar.
To enter payment terms for the invoice, click in the Terms field. The Invoice Payment Terms dialog opens. To skip payment terms, skip to step 25.
In the Terms field, select the payment terms for the invoice. The default terms come from the vendor record. The discount date, due date, and basis are calculated based upon the payment terms and invoice date.
In the Pay By field, enter the date by which to pay the invoice.
The date the payment is Due is calculated from the payment terms. If you need to override the date, enter the actual due date.
The Basis field defaults to an amount calculated based on the invoice amount and payment terms. If the amount subject to discount is different, enter the actual discount basis amount.
Click Close.
To enter discount information for the invoice, click in the Discounts field. The Invoice Discount Dates dialog opens. If no discount applies, skip to step 28.
The information in the Discount Dates table defaults from the payment terms. If the payment terms did not include discount information or if you need to override the information in the table, do the following for each discount date:
1. In the Date field, enter the latest date that a payment can be received on the invoice in order to receive the discount shown in this row.
2. If you know the discount rate, enter the rate in the Percent field; the Amount is calculated for you. If you know the Amount of the discount, enter it; the Percent is calculated for you.
When you finish, click Close.
Next, turn your attention to the GL Detail table.

Notice in the GL Detail table that ActivityHD automatically creates a detail line with a source of "Invoice" to credit the AP liability account for the invoice. Moreover, if the purchase is subject to use tax, the use tax is calculated based on the APCode specified in the APCodes table and a detail line is added to the GL Detail table. Neither of these lines can be edited directly.
Because some entries in the APCodes table may affect the distribution amount, first examine the APCodes table to determine if you need to add, remove, or change any rows.
- To add a row, start with your cursor in the APCodes table and click . In the APCode column, select the APCode to add. The value in the Basis column defaults to the invoice basis amount. If you need to change the basis, enter the amount of the invoice that is subject to the APCode.
- To remove a row, start with your cursor in the row you need to remove and click . ActivityHD prompts you to confirm the action. Click OK.
- To change a row, go into that row and select a new APCode and/or change the Basis amount as needed.
Use the Distribution wizard to apply a distribution template.
1. Click . The Apply Distribution Template dialog box opens.
2. In the Template field, select the distribution template to use for the distribution. The default template is the template designated on the vendor record.
3. The Account Mask field shows the combination of the account mask on the distribution template and the account mask specified on the vendor record (if applicable). If there are blanks remaining in the account mask, fill them with wildcards or actual segment item codes.
4. The Amount field defaults to the undistributed amount. Enter the amount to distribute to the designated account mask.
5. If you want to remove existing GL detail lines from the distribution before applying the distribution template, mark the Delete Existing Distribution Lines checkbox.
6. Click OK.
7. Repeat these steps, if necessary, until you distribute the entire amount.
When you finish, save the new invoice.

Flag a distribution for a particular effective date as obsolete

Distribution Templates Listing

Purpose

The Distribution Templates Listing provides a list of the distribution templates defined in Accounts Payable.

Content

For each distribution template included on the report, the listing shows:

description.

In addition, you can include one or more of the following:

effective date detail (effective date, obsolete flag, distribution lines, total share)
detail attributes
timestamps
memos
custom fields.

If you include effective date detail, the report shows the following information for each distribution line:

line number
account number
account description
share
percentage.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Accounts Payable > Setup > Distribution Templates folder.
Start the report set-up wizard.
- To report on all or a filtered subset of distribution templates:
  1. Right-click the Distribution Templates folder and select Select and Report > Distribution Templates Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected distribution templates:
  1. In the HD view, select the distribution templates to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular distribution template from the Distribution Template window:
  1. In the HD view, locate and double-click the distribution template to report on. The Distribution Template window opens with the distribution template loaded.
  2. Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Effective Date Detail - If you mark this checkbox, the Effective Date field and the Include Detail Attributes checkbox are enabled. In the Effective Date field, enter the date to test to determine which detail is included on the report.
  - Detail Attributes
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Distribution templates
Distribution template date
Distribution template detail

Distribution Template Record ID

Name

A unique name for the distribution template.

Description

A description of the distribution template. Enter enough information so that the template name is easily distinguished from other template names.

Distribution Template tab

Effective Dates table

In this table, each date in the Effective On column corresponds to a set of distribution lines in the Distribution table. ActivityHD applies the distribution with an effective date range that contains the GL detail date of the invoice.

Effective On

The earliest date that the distribution lines in the Distribution table take effect.

Obsolete

If the effective date range is no longer in use, mark the corresponding checkbox in this column. If you attempt to use the distribution template on an invoice with a GL detail date that falls in an obsolete effective date range, ActivityHD warns you and prevents you from using the template.

Distribution table

Use this table to enter the distribution lines which correspond to the effective date range defined in the Effective Dates table.

Account

The full or partial GL account number to debit during invoice entry.

Note

If any segments are left undefined or wildcarded, ActivityHD will prompt for them when you run the Distribution Template wizard. This feature allows you to define generic distribution templates that will work for multiple companies or departments (depending on the structure of your chart of accounts).

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Description

The description of the selected account.

One column displays for each active direct attribute with AP usage. This column shows the attribute item associated with the distribution line. When you apply a distribution template to an invoice, any attributes on the template distributions are copied to the new invoice lines and any account masks associated with the attribute items are applied to the GL account.

The percent of the distribution amount to distribute to the selected account.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Change Logs tab

This tab is visible if the user has "Change Logs" access to the associated data folder resource.

The Change Logs pane shows the Change Logs HD view filtered to show all change logs for the selected entity record.

Double-click a row in the pane to drill down to its record in the Change Log window.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Developer tab

This tab is visible only when developer features are enabled.

Automation subtab

This subtab shows field names and values for the current data record. Use the information in the subtab to assist when creating automation objects such as bots and import files. The field names and field values can be copied from the text box and pasted directly into your code or application. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Export (XML | JSON) subtab

This subtab shows the XML syntax for exporting the selected data record. The syntax can be copied from the text box as an exemplar for creating your own automation objects for bots, import files, ActivWebAPI, etc. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Import (XML | JSON) subtab

This subtab allows you to select a file for import and shows the XML syntax for importing data records. Use the subtab to explore the XML syntax for importing data records. In particular, you can investigate the syntax which results when using Data.Import and ActivWebAPI data POST and DELETE routes.

Change Log (XML | JSON) subtab

This subtab is visible only when the Enable Change Logs option is marked in System Options or Company Options (depending on whether the feature applies at the system or the company level). This is the default setting when developer features are enabled.

This subtab allows you to investigate changes to the current data record. The syntax can be copied for use in bots, dashboards, ActivWebAPI, and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Select Statement (SQL) subtab

This subtab allows you to investigate the SQL select statement used to retrieve the current data record. The syntax can be copied as an exemplar for data sources and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Common accesses available on distribution templates

Access	A user with this access can...
Change	Use the mass change action on distribution templates.
Change Logs
Custom Fields	Create and edit custom fields for distribution templates.
Data	Have read-only access to distribution templates from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete distribution templates.
Edit	Edit distribution template records.
Export	Export distribution template records from ActivityHD.
Import	Import distribution template records into ActivityHD.
New	Create new distribution template records.
Read	Have read-only access to distribution template records.
Report	Run reports with distribution template information.
Report Designs	Create and edit report designs with distribution template information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit saved answers related to distribution templates.
Shared Filters	Create and edit shared filters on distribution templates.
Visible	View the Distribution Templates folder in the Navigation pane.

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Distribution templates

Distribution template features

Create a distribution template

Apply a distribution template using the Distribution wizard