How to Use Expense Distribution Tables to Allocate Expenses by Percentage to GL Accounts in AP

Summary

How to set up and use Expense Distribution Tables to allocate expenses by percentage to G/L accounts for Accounts Payable invoices and manual checks in Sage 100 ERP.

Use Expense Distribution Table Maintenance to set up tables with general ledger accounts and distribution percentages to be allocated.

These tables can then be selected in Invoice Data Entry, Repetitive Invoice Entry, and Manual Check and Payment Entry to allocate invoice balances and payments to the selected accounts based on the percentages already set up. A table can be selected for any invoice with no existing lines in Invoice Data Entry and Repetitive Invoice Entry and when entering a new invoice in Manual Check and Payment Entry.

Resolution

To enable Expense Distribution Tables:

Open Accounts Payable, Setup menu, Accounts Payable Options
Access the Entry tab
Select (check) the “Enable Expense Distribution Tables” check box
- Note: This field is not available if the Accounts Payable module is integrated with Job Cost. If this check box is selected, you cannot select the (Integrate with) Job Cost check box.
Consider whether to select (check) the “Allow Total Distribution to be Less Than 100 Percent” check box.
- Note: When selected, this allows the distribution total for expense distribution tables to be less than 100 percent in Expense Distribution Table Maintenance. If a table with a distribution total less than 100 percent is selected in a data entry task, the remaining balance must be manually distributed.
- Note: When not selected this requires distribution amounts to equal 100 percent when setting up a table.
Click Accept

To enter Expense Distribution Tables:

Open Accounts Payable, Setup menu, Expense Distribution Table Maintenance
For Table Code, enter up to 6 alphanumeric characters to create a new table
For Description, enter up to 30 characters
Enter one or more G/L Accounts and Percent values
- Example: You can enter three separate General Ledger accounts for the distribution, with 30% gong to the first two, and 40% going to the third.
Click Accept
- Note: If the “Allow Total Distribution to be Less Than 100 Percent” check box was selected in Accounts Payable Options, you can enter accounts with a total distribution percentage less than 100 percent, and then manually distribute the remaining balance in the data entry task. Also, you can set up tables with accounts and no distribution percentages, and the entire balance can be manually distributed.
- Note: The total distribution percentage cannot exceed 100 percent. If the “Allow Total Distribution to be Less Than 100 Percent” check box as described above was not selected, the total percentage cannot be less than 100 percent either.

To use Expense Distribution Tables:

In Accounts Payable, Main menu, Invoice Data Entry (or Repetitive Invoice Entry), on the Header tab, you can enter or select a Table Code for the Exp Distribution Table field. The Invoice Amount will be automatically distributed on the Lines tab for the G/L Accounts and Percentage amounts set up for the Table Code.
- Note: The Exp Distribution Table field will be disabled if a table is already selected and distributed, or if G/L Accounts were already entered on the Lines tab. If you wish to change or select a table code, delete the lines on the Lines tab.
In Accounts Payable, Main menu, Manual Check, and Payment Entry, when an invoice is created on-the-fly on the Lines tab, you can enter a Table Code in the Exp Dist Table column.

Note: For more information on entering invoices, creating repetitive invoices, or entering manual check entries, see the Related Resources section below.