12.10. GL Distribution

GL Distributions

General Ledger Distributions are used to distribute accounting transaction amounts through multiple predefined postings. These can be used for usual expenses such as: Rent, Utilities, Salaries, that need to be allocated to different organizations, business partners, or projects.

The Gl Distribution window located in the Performance Analysis -> Accounting Rules menu is used to define define accounting elements combination that will be distributed the moment a corresponding accounting transaction is generated. These include the transactions generated from operational documents (Invoices, Payments, Allocations, etc.). The following fields are available:

• Name, Description, Comment - relevant name, description and comments for the record;

• Accounting Schema - accounting transactions affected by the distribution;

The Only section is used to restrict the accounting transactions that will be distributed:

• Posting Type - only accounting transactions using this posting type will be distributed;

• Document Type - only accounting transactions generated by documents of this type will be distributed;

The Selection area contains a checkbox for each available accounting element and is used to define the accounting element combination for the accounting transactions that will be distributed:

• Any ... (by default checked):

  • "checked" - the accounting dimension will not be checked;

  • "not checked" - the accounting dimension will be checked when determining the if accounting transaction will be distributed and it's value must be selected in the corresponding field;

Status section:

• Total Percent - total amount for percents to be distributed, defined in the Details tab;

  • Note: in order to validate the distribution, the total percent amount must be 100;

• Valid (system maintained) - indicates ta the distribution was successfully verified;

• Verify button - is used to validate the GL distribution;

The account element combinations to wich the transacion amount is distributed and their respective amounts are defined in the Line tab. The following fields are available:

• Line No, Description

• Percent - percent of the accounting transaction amount that will be distributed on the accounting elements combination defined on this line. This can be any number between 0 and 100.

• Overwrite... - is used to define the accounting elements combination to which the accounting transaction will be distributed:

  • "not checked" - the element is not included in the combination;

  • "checked" - the element is included in the combination and it's corresponding value must be entered in it's respective field;

Exemplu:

A GL Distribution with the following properties is defined:

• Master:

  • Any Account = "checked"

  • Account = 641

• Detail 1:

  • Percent = 40%

  • Overwrite Trx Organization = "Bifat"

  • Trx Organization = "HO"

• Detail 1:

  • Percent = 60%

  • Overwrite Trx Organization = "Bifat"

  • Trx Organization = "PL"

A GL Journal line is defined and posted with a debit amount of 27.800 to the 641 account.

When pressing the Transfer button to view the corresponding accounting transactions, the amount that should be debited to account 641 will be posted as defined in the distribution lines: 40% will be posted to the same account using the HO trx organization (11.120) while 60% will be posted using the PL trx organization (16.680).

Stakes

The "Stake" is the association, for a determined period, between two or more economic entities, known as Co-participants, for the purpose of running a number of commercial or productive activities, abiding to the Commercial, Economic and Civil Law.

Starting with version 13.05, it is possible close the expenses and revenue accounts for stakes as well. In order to operate the closing, you need to define the accounting dimensions related to the stake. This can be done in the Stake window, located in the Performance Analysis -> Accounting Rules menu. The following fields are available:

• Dimension Type - accounting dimension which represent the co-participants (e.g. Trx Organization for department stakes);

• Corespondent Account - the account where the joint operation transactions are registered; (e.g. 458 - Transactions related to joint operations);

• Percent - percentage corresponding to each participant entity defined in the Lines tab;

Example:

At the end of the month, the total movement on the 6xx account (stake account) was equal to 1000 lei, out of which 200lei were on the AA Organization Trx (co-participant organization).

Define the Stake:

• • Stake window:

  • Organization: ABC SRL

  • Name: Stake Organization

  • Corespondent Account: 458

  • Dimension Type: Organization Trx

  • Percent: 50%

  • Lines tab:

    • Trx Organization AA

    • Trx Organization BB (new line)

When running the process used to close revenue and expense accounts, fill in the following fields:

• • Organization: ABC SRL

  • Accounting Schema: RON

  • Stake: Stake Organization

  • PostinType: Actual

  • Period: Mar-13

  • Account Type: Expense

  • Corespondent Account: 121

  • Document Type: GL Journal

  • GL Category: Manual

  • Document Status: Drafted

  • Reporting Hierarchy: Default Tree

the following two GL Journals will be generated:

458 = 6xx 200lei*50%= 100 lei with Trx Organization AA

121 = 6xx 200 lei-100lei (in-stake)= 100 lei+ 800 lei (out-of-stake movements)= 900 lei

If you run the process with no Stake, then the standard journal for closing revenue and expenses account (121 correspondence) will result.