Distribution Templates Table

Use this table to create templates that include pre-defined accounting distributions for recurring requisitions and purchase orders, as well as any other case where you frequently use the same budget unit/account combinations. By selecting a template while adding a requisition or purchase order line item, you can avoid having to key in the required budget units and accounts. The table allows you to set up two types of templates:

Percentage Templates use a pre-defined percentage for each budget unit/account combination. This is useful when standard percentages apply to the distributions entered, for example, if two accounts share a set percentage of the charges. If needed, you can adjust the percentage during entry of the line item.

Amount Templates allow you to enter an amount for each budget unit/account combination, rather than a percentage. This is useful if the amounts for a line item vary but the distribution accounts are usually the same.

Menu Path: Purchasing > Reference Tables > Reference Tables > Distribution Templates

Add a Distribution Template Record

Select Purchasing > Reference Tables > Reference Tables > Distribution Templates to display the Distribution Templates page.
Click Add New.
Complete the fields in the Distribution Information section, and then click OK.
In the distributions section, enter the accounting distributions and the percentages that you want the template to apply.
Click OK.

Create a Distributions Template from an Existing Record

Select Purchasing > Reference Tables > Reference Tables > Distribution Templates to display the Distribution Templates page.
Click Copy on the Action Bar.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
Select the record you want to copy information from. You can double-click the record or select it, and then click OK.
The Copy Distribution Template window displays.
In the New Information section, enter a New Year, New Distribution Code, and New Title.
Click OK.
In the Confirmation dialog, click Yes.
To create another record from an existing template, repeat Steps 4-7.

Update a Distributions Template Record

Select Purchasing > Reference Tables > Reference Tables > Distribution Templates to display the Distribution Templates page.
In the Search Criteria section, enter criteria identifying the records to list, then click Find.
Select a record, and then click OK.
In the top of the Distribution Information section, change the fields values as needed, and then click OK.

Delete a Distribution Template Record

Select Purchasing > Reference Tables > Reference Tables > Distribution Templates to display the Distribution Templates page.
In the Search Criteria section, enter criteria identifying the records to list, then click Find.
Select the record to delete.
Click Delete.
In the Confirmation dialog, click Yes.

Note

You cannot delete a template that is being used in a requisition or purchase order line item.

Generate the Purchasing Distribution Templates Report

Select Purchasing > Reference Tables > Reference Tables > Distribution Templates to display the Distribution Templates page.
In the Search Criteria section, enter criteria to select the records to print.
Click Print
In the Print window, specify how to generate the report, and then click OK. The report's default file name is chrgdist.rpt.

Fields

Following are descriptions in the Distribution Template page’s Distribution Information and (untitled) Financial Information sections.

Distribution Information Section

Field	Description
Year	Fiscal year that applies to the template. Select the year from the field’s drop-down list.
Distribution Code	Unique code identifying the template. Character/5
Title	Text describing the template. Character/30
Default Account Info Only	Checkbox indicating whether the template’s distributions use percentages or amounts. Percentage Template - To set up a template that applies percentages to distributions, leave the checkbox blank. In this case, you can access the Percent fields to enter a percentage for each distribution. Amount Template - To set up a template that uses amounts for distributions, select the checkbox. In this case, you cannot access the Percent fields. When a user is adding or updating a line item in a purchase order or requisition, the user can specify the amount for each distribution.
Rollover During Year-end Process	Checkbox indicating whether the template’s information can be rolled to the next year when you run the Create New Year Ledgers option in fiscal year-end processing. The use of this field depends on whether the template’s budget units, accounts, and budget unit/account combinations will be valid in the new year. Allow Rollover by selecting the checkbox. This enables the system to update the template’s Year field to the new year during year-end processing. In this case, the template will roll during the Create New Year Ledger process, provided the distribution information exists for the new year. Prevent Rollover by leaving the checkbox blank. Use this setting if the template’s budget units, accounts, and budget unit/account combinations only apply to the current year or if you intend to set up a new distribution code for this template. You also can use the Copy on the Action Bar to copy the template for the new year.

Distributions Section

The fields in this section define the template’s distributions. You may complete up to 99 distribution lines.

Field	Description
Budget Unit	Code identifying the budget unit for a line item’s charges. As indicated by the asterisks, the field’s title is defined in the Fund Accounting Profile.
Account	Account number for distributing the item’s cost. The account must be tied to the budget unit identified. These combinations are defined in Fund Accounting’s Expenditure and Revenue Ledgers.
Project	Project code for the line item charges. The field’s title is defined in the Fund Accounting Profile. This field only applies if you use project accounting.
Account	Account number for charging the project expense. The project code and project account combination must be defined in the Project Ledger.
Percent	Percentage of the item’s total cost allocated to the distribution line’s budget unit/account combination and, if applicable, project/project account. Decimal/3,2 The total of the percentages entered in the Percent column must equal 100% (1.00). You can only access the Percent fields if the Default Account Info Only checkbox is not selected. If it is selected, users can enter amounts for line items, and percentages will not be used.