Enter General Ledger Distributions
Use the G/L Distribution Information page to assign asset depreciation to functions and activities established in your Fixed Assets tables and organizations and accounts established in your General Ledger. You are required to enter the record's distribution charging information, when you interface a purchase order line item from the Purchasing System or a Non-Purchase Order payment from the Fund Accounting System into Fixed Assets.
The G/L Distribution Information page can be opened as follows:
- By clicking the G/L Distribution button in the Financial Information tab for the purchase order being interfaced.
- By clicking OK after completing the fields in the Add Interface Item to Fixed Assets page's Other tab, provided you have not already displayed the G/L Distribution Information page as described above.
If an asset is assigned to multiple functions, activities, or General Ledger accounts, enter additional rows and allocate the percentage for each row. For example, 50 percent of an asset might be allocated to administration and 50 percent to personnel. You would need to enter a separate row for each. The percentages entered in all rows must total 1.00 (for 100 percent).
Entering an asset's distribution charging information
- Display the G/L Distribution Information page following one of the methods provided in the introduction.
- Complete the fields as described below in the Fields section.
- In the Percent field, press <Tab> to advance to the next line.
- Repeat Steps 2-3 for each additional organization-account combination that applies to the purchase.
- Click OK after completing the fields in the Add Interface Item to Fix to save your entries.
Fields
Field | Description |
|---|---|
Function | Code identifying a function in Fixed Assets’ Function table. |
Activity | Code identifying the Activity where the asset is assigned, as defined in Fixed Assets’ Activity table. If your organization does not use an activity breakdown, enter ALL (for all activities). The ALL code should be set up in the Activity table to accommodate this. |
Organization | Budget unit (low organization) in the General Ledger that applies to the purchase. This organization is updated when depreciation is posted to Fund Accounting. |
Account | Expenditure account debited when depreciation is posted to the General Ledger. The system creates a corresponding credit in the accumulated depreciation account specified in the Category Table record associated with the asset. |
Percent | Percentage of the asset’s use assigned to this function, activity, and General Ledger account. Enter the percentage as a decimal, for example,.50 for 50 percent. The rows must total 1.00 (100 percent) before you can exit the page. Decimal/3,2 |