The distribution process is useful to those organizations that issue invoices (customer or vendor) based on estimates for rendered services.
In order to import the file corresponding to the rendered services, an import format needs to be defined. The import format is defined in the Import Loader Format window found in System Admin -> Data -> Data Import, with the following characteristics:
Associate the I_GL_Distribution_SO_General Distribution Import table on the master.
The minimum required fields are:
Document Date: of ddMMyy format, it is a central element for generating the Distribution document (a document will be issued for each date found in the imported document)
Doc BPartner Value: as per the multiple-organization template, it represents the business partner to whom the customer invoice and the distribution counter document will be issued
Trx Org Key: profit centre key used to distribute sums
Product Key: product key (rendered service) used to issue customer/vendor invoices
Quantity: product quantity
Price: product price (without VAT)
Amount: product amount (without VAT)
Element Value 2: classification of rendered services
Activity Key: classification of rendered services
Document No: can be set to be constant with a generic value, that can subsequently be manually modified or automatically completed with information from the sequence corresponding to the distribution document
Source Doc Type: for this distribution type, the source document is a vendor invoice. Therefore, the field can be a constant, specifying the ID of the document type.
Depending on the characteristics of the organization, rendered services and of the services estimation file format, you can add/modify the fields of the format.
You need to follow the steps described below in order to run the distribution process:
Preparing and importing the file corresponding to the rendered services
Generating the General Distribution document in the General Distributions Import window
Filling in, completing and posting the General Distribution document
Previous to the import, you need to verify that the data belonging to the imported file are compatible with the defined import format.
The imported file needs to be of csv - "comma delimited"- format.
Load the file in the Import File Loader window, found in System Admin -> Data -> Data Import by selecting the file to be imported and the corresponding import structure.
By pressing the Process button, you will generate records in the temporary General Distribution Import window (their number being equal to that of the lines of the imported file). These records are generated for the organization used at login.
In the General Distributions Import window, open on of the generated lines and press the Import General Distribution button.
Select the Document Type:
Repartizare generala - when the organization uses the estimates file to register the centralised vendor invoice, distributing it on profit centres, activity types, etc.
Repartizare generala cu doc oglinda - used in multiple-organization cases (there are multiple organizations registered in SocrateCloud) - completing the document will lead to a counter-document being issued.
Press the Start button. A document will be registered for each separate date found in the imported file, on the organization used at login with the lines of the imported file.
The resulting document will be found in the General Distributions window, found in Performance Analysis -> Accounting Rules.
Fill in the Distribution Type field with Detail - Weighted Amount.
In order to issue the customer invoice - for the organizations that have rendered the services from the estimate file, based on the estimate lines, press the Generate Invoice (Customer) button. The generated customer invoice will be "Drafted", its number having been automatically filled in in the Customer Invoice field.
In order to register the vendor invoice - for the organizations that have received the services provided by a certain vendor - press the Generate Invoice (Vendor). The generated vendor invoice will be Drafted, its number having been automatically filled in in the Vendor Invoice field.
The generated invoices (customer/vendor) contain lines that are centralized on the products found in the General Distribution lines. Depending on the organization's characteristics, it is recommended you deactivate the button that is not used.
After the invoices are generated, the "General Distribution" document can be completed. The document can be re-activated (unless it is a counter-document) or closed. By voiding the invoices generated from a distribution document, the Vendor invoice field will be updated by erasing the values.
The GL Distribution of the vendor invoices registered based on the estimate file is done by selecting the invoice (which needs to be completed) in the Invoice field from the Reference section and pressing the Not Posted button.
The document will be posted as such:
the original posting of the source document will be reversed (identical record with reversed signs for amounts and quantity);
broken down posting based on the document lines; use the weights from the lines to calculate the amounts; complete all the other accounting dimensions indicated in the distribution lines;
if the document does not have a specified source document then it will be posted with 0 values;
by voiding the source document, the value in the Invoice field will be erased and the Distribution document will be de-posted.
The accounting records do not affect the reports such as the Account Statement.
Organization A renders services for Organization B. Both of them are registered in SocrateCloud.
Organization A :
Import the estimates file with business partner = the business partner corresponding to Organization B;
Generate the General Distribution docutment (Step 2) using the corresponding document type;
Generate the customer invoice with business partner = the business partner corresponding to Organization B (Step 3). The Generate Invoice (Vendor) button will become inactive for the user of Organization A.
Complete the General Distribution document to have a completed counter-document be generated for Organization B.
The document posting will have 0 value.
Complete the issued customer invoice to have a counter-document (vendor invoice) be generated for Organization B.
Organization B :
Complete the vendor invoice generated by Organization A;
Open the General Distribution document generated by Organization A;
In the Invoice field of the Reference section, enter the vendor invoice number;
Press the Post button to operate the distribution (the vendor invoice needs to be posted).