TRAVERSE Global v11.1

Distribution Codes

Use the Distribution Codes function to set up and maintain distribution codes, which allocate general ledger accounts for payables, freight, and miscellaneous charges. Distribution codes are tied to specific vendor records.

During vendor setup, you assign each vendor a distribution code to associate the vendor with a predefined set of General Ledger accounts. When you post transactions that involve vendors, information is moved directly to the accounts associated with the distribution code you assigned each vendor. This ensures that the same General Ledger accounts credited during invoice entry will be debited during payment or debit entry.

You would also want to set up multiple distribution codes if you want your Aged Trail Balance to be sorted by distribution code grouped by vendor.

If you use multicurrency, remember that TRAVERSE validates the currency assigned to the Payables account in the distribution codes you set up against the vendor's and the base currency. The currency for the Payables account in the distribution code must match either the vendor's currency or the base currency when you assign a distribution code to a transaction or vendor record. The system validates only the Payables currency because it assumes that the Freight and Miscellaneous accounts use base currency.

Distribution Codes screen

ClosedCreating a Distribution Code
  1. Click the New button, on the toolbar, to open a blank distribution codes record.
  2. Enter a new code in the Distribution Code field.
  3. Enter a description of the new code in the Description field.
  4. If Accounts Payable is interfaced with General Ledger, select or enter the following GL accounts:
    • Payables - this account will be credited when posting invoices for vendors and debited when posting payments for vendors.
    • Freight - this account will be debited when posting invoices with freight charges entered on the Totals tab of transactions.
    • Miscellaneous - this account will be debited when posting invoices with miscellaneous amounts entered on the Totals tab of transactions.
    • Accrual - this account is used in purchase orders to accrue received amounts until the invoice has been entered and posted. You may use a different accrual account for each distribution code.

    NOTE: GL accounts are required even if Accounts Payable does not interface with General Ledger.

  5. Click the Save button, on the toolbar, to save the new distribution code.
ClosedEditing a Distribution Code
  1. Select a code to edit from the Distribution Code field.
  2. Edit the fields as necessary.
  3. Click the Save button, on the toolbar, to save any changes made to the distribution code.
ClosedDeleting a Distribution Code
  1. Select a code to delete from the Distribution Code field.
  2. Click the Delete button, on the toolbar, to delete the selected distribution code.
  3. Click Yes at the "Are you sure you want to delete selected record(s)?" prompt.
ClosedProduce a Distribution Codes List
  1. Select the print preview button () to preview the list of batches.
  2. The preview report screen appears.
  3. Select the print button ( ) in the toolbar to print your list.