Distribute cost, revenues and expenses. where you want to monitor transactions by
departments
(profit centers) and cost centers, in the
document. This way the data are automatically transferred to general
ledger.
Invoice Issued:
1. Enter department in line of invoice issued, to which you assigned
the value of revenue incurred, VAT value including. These two categories are
posted by departments AUTOMATICALLY if document line contains a reference to
department (see Lines in Issue).
2. It is different with receivable: It is posted (among others) by
departments only if you selected so in Administration Panel | Program
Parameters | Financials | General.
If you can identify to which department does the revenue of the corresponding
item belong, mark it in issue documents accordingly. Becasue sales of own
assortement of goods or services are in question, you can mark or set it
relatively easily.
If on revenue account where you monitor sales by departments, you can set the
checkboxes in Chart of Accounts accordingly.
Invoice Received:
1. Enter department in line of invoice received, to which you
assigned the value of cost incurred, VAT including. These two categories are
posted by departments AUTOMATICALLY if document line contains a reference to
department (see Lines in Receiving).
2. It is different with payable: It is posted (among others) by
departments only if you selected so in Administration Panel | Program
Parameters | Financials | General.
a question arises in invoices received how to act in case of cost burdening
different company departments. To this end, the following function is available
Distribution using distribution ley:
- with invoice received.
The advantage of this sort of distribution is in making available the
overview by departments in Goods module (e.g. in invocie received report)
and at the same time in the general ledger. Of course, the type of
distribution used has to be set when entering the invoice, that is, prior to
actually posting it. Weaknesses of such a type of distribution can clearly
be observed in case of small and unrounded amounts as well as in case of
shares which prove to be relatively small for individual departments. In
such cases there can occur errors in rounding differences that are required
for levelling of value. The cost as well as tax are distributed. Yet this
data is required only with the cost account. If you select a wrong key or
anything similar, you must enter the invoice once again.
- with journal entry.
It is wiser to distibute in this way. The advantage of this type lies in the
fact that only the record where you actually want to distribute by
departments is concerned. If you made a mistake, you can automatically
repost the document that you did not use in distribution and repeat the
procedure.Weaknesses of such a procedure si that you can simply miss any
line. Subsequently run checks of distribution keys used in individual cost
accounts are also quite slow. Checks in Goods module are in this case
not available.
- with templates for automatic posting.
It is the simplest and most easily viewed way of subsequent distribition
using distribution keys. Using it you reverse the existing posts and create
new ones, which are distributed by departments using distribution key. They
are also displayed in a separate posting document type. The advantages of
using such a method are the following:
- You are aware that you can always expect balance 0 (reversed old post
and a newly-created one) when using this journal entry, otherwise an
error occurres
- If you made a mistake using distribution key or the latter is changed
in accordance with a subsequent agreement, simply delete the journal
entry used in distribution, correct the template for automatic posting
and repeat the procudure. Here you are not required to change original
posts in the general ledger neither the original document received.
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For examples of use see:
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The above examples are also suitable in distributing revenues the only
difference being that collection of liability and asset balance on account or
group of accounts is adjusted accordingly!
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