Distribute Costs

In the system, you can distribute the costs of a purchase record line item across multiple GL accounts. For example, if your department ordered and received a new laser printer that the packaging department will also use, you can specify two GL accounts for the printer, one for each department's GL.

A purchasing record or requisition line item must meet the following conditions if you want to distribute its costs:

The Distribute Costs dialog box is available from multiple Purchasing and Desktop Requisitions modules.

To distribute costs:

  1. In the appropriate Purchasing or Desktop Requisitions application, display a direct issue record.

  2. In the table window for the purchase record or requisition Lines, click New Row.
    The Row Details appear.

  3. In the Item field, enter a value or click Detail Menu and select an option.

  4. Enter costs and other field information associated with the item.

  5. (Required) Enter a value in either the Work Order, WO Task ID, Location, Asset, or the GL Debit Account field. Entering a value in one of these fields associates the item with a GL account.

  1. Click  Distribute Costs or Distribute Costs .
    The Distribute Costs dialog box opens, displaying field information for the current line item.

  1. Click  New Row. The Row Details appear.

  1. Enter a value in the Percentage or the Line Cost field.
    If you enter a percentage, the system displays the appropriate line cost representing that percentage. If you enter a portion of the line cost, the system displays the appropriate percentage for that cost.

  2. In the GL Debit Account field, enter a value or click Select Value to choose from the list.

NOTE:  The first row in the Distribute Costs table displays the percentage (100%) and the total line cost of the line item you just entered. You need to edit this row to be able to distribute costs for the line item.

  1. Continue to enter rows until either:

  2. the sum of the Percentage fields equal 100%

  3. the sum of the Loaded Cost fields equal the total unit cost of the current line item

  1. Click  OK to return to the Lines table window for the purchasing or requisition record.

  1. Click Save (Record) , if available.
    The system selects the Is Distributed check box on the line item to indicate that the record contains line items with distributed costs.