Distribute Costs, Match Receipt

Explanation

This activity is used in case you want to overrule the general rules of posting control and, for example, define specific code part values to be used when postings are created for a special purchase order. In this case, you must manually define the requested code part values by entering them as a pre-posting connected to the purchase order or entering them in a later step when matching a supplier invoice with purchase order lines. The code part values that you enter as pre-posting will then affect several postings created for this purchase order. One example is a purchase order where you want all the purchasing cost postings to charge a specific cost center.

When a financial transaction takes place in the system, the postings connected to it can be created by predefined posting types and rules defined in IFS/Accounting Rules. In this case you do not have to post anything manually as long as you have defined your rules correctly.

For a system event, for example to match a supplier invoice with a purchase order, there are some connected postings that are not (never) affected by a defined pre-posting. Postings that will be affected by the Pre-Posting are generally postings concerned with expenses, revenues, and WIP. In the Inventory and Distribution System Event/Posting Info tab, you can see whether a posting type for a specific system event is affected by the Pre-Posting on the purchase order or not.

If you try to enter a Pre-Posting that was not defined in IFS/Accounting Rules, you will receive a message that says; Pre-posting is not registered for this order type in the posting control. Initiate the Pre-Posting function in Accounting Rules/Posting Rules/Posting Control Navigator. Enter the appropriate posting type for the code parts you intend to enter or alter. It is also possible to change an existing Pre-Posting.

It is possible to define a type of Pre-Posting where it is possible to distribute the postings to several values for the same code part., e.g., to several different cost centers. Distribution of costs means that you have the option to enter Pre-Postings that are distributed to various accounts and cost centers, for example. It is possible to change the distribution of costs in terms of code part values and percentages as long as the order is not in Closed status. When entering the percentages, you should note that the sum of the percentages must total 100%. It is also possible to change an existing cost distribution.

The distribution of costs should be made before the invoice matching is concluded. Note that this functionality is only allowed for non-inventory registered purchase parts, no-number parts and inventory purchase parts when the ownership of the purchase order line is Company Rental Asset. This means that if the current part of a purchase order line is an inventory part with another ownership, the Distribution tab in the Pre-posting dialog box will not be accessible, (Procurement/Order/Purchase Order  window, right-click and then click Pre-Posting).

The same cost distribution activity can be performed while entering a supplier invoice and matching it with one or more received purchase order lines by using Pre-Posting. Here you can add or change the Pre-Posting for these lines.

Prerequisites

• Specify that cost distribution is allowed in Accounting Rules/Posting Rules/Posting Control Navigator. Add the posting type M115, Pre-accounting distribution purchase order header. You should also specify a control type by using the List of Values.
• Either a supplier invoice must be entered, or the basic information on the Manual Supplier Invoice window must be filled in and saved.

System Effects

A record will be created, either in the purchase order header history or the line history, to indicate that Pre-Posting was changed. The Pre-Posting is distributed to the specified accounts. The code part value you define will affect the postings created for the transaction. When the invoice is matched to a purchase order, the posting information that originates from the cost distribution is automatically transferred to the Posting Information section of the Manual Supplier Invoice window. In the Pre-Posting tab (Purchasing/Purchase Order/Purchase Order window, right-click and then click Pre-Posting), the Distribution check box is automatically selected.  This indicates that a cost distribution has been entered.

Window

Purchase Order
Posting Control Navigator
Manual Supplier Invoice

Related Window Descriptions

Purchase Order
Post from Purchase Order
Pre-Posting
Pre-Posting/Distribution
Manual Supplier Invoice

Procedure

Initiate cost distribution in IFS/Accounting Rules.

1. Open the Posting Control Navigator window and add a new record.
2. Enter the posting type or use the List of Values.
3. Enter the code part on which you want to distribute Pre-Posting or use the List of Values.
4. Enter the appropriate control type or use the List of Values. You have the option to indicate a default value for the control type.
5. Save when completed.

Cost distribution.

1. Open the Manual Supplier Invoice window. Query for your invoice or register a new one.
2. Right-click the upper part of the window and then click Match PO Receipts.
3. The Post from Purchase Order dialog box will be displayed. If no purchase order number is entered, query for the purchase part.
4. Select the line for which you want to enter the Pre-Posting. Right-click and then click Pre-Posting.
5. Activate the Distribution tab in the Pre-Posting dialog box and add a new record.
6. Enter the percentage you want to assign to the account.
7. Use the List of Values to indicate the code part value in the code part field(s).
8. Repeat steps 5-7 to add additional percentages and to distribute the Pre-Posting to different accounts.
9. Click OK in the Pre-Posting and Post from Purchase Order dialog boxes.