Using Amount Distribution Codes

• 25/09/2024
• 20 minutes to read

An amount distribution code is a code that automatically distributes the amount of a document between multiple lines when the document is created in Microsoft Dynamics 365 Business Central, according to your specifications. Using such codes, you can determine how the amount of an incoming invoice or credit memo should be split into lines upon document creation, and which accounts, amounts, and dimensions should be applied to each newly created document line. The amount of each document line can be either a fixed amount or a percentage of the recognized document amount, as defined by you.

To set up amount distribution codes, follow the guide under To create amount distribution codes below.

Once you've set up one or more amount distribution codes, they must be applied to a document to take effect. To apply amount distribution codes, use one of the following methods:

• Set them up to be applied automatically using a document template.
• Apply them manually in the document journal during document registration.
• Activate them from the relevant document after registration, either directly in Business Central or from the Continia Web Approval Portal.

To create amount distribution codes

1. Choose the icon, enter Standard Amount Distribution Codes, and then choose the related link.

2. In the action bar, select Edit List.

3. In the table, select an empty line and then, in the Code column, enter the name of the code that you want to create.

4. Optional: In the Description column, enter a description of the code you're creating.

5. In the Enabled for Purchase column, select one of the following options:

   • Select Yes - all vendors if you want the code to be applied to all incoming documents.
   • Select Yes - selected vendors only if you only want the code be applied to documents from certain vendors.

6. If you selected Yes - selected vendors only in step 5 above, select Vendors in the action bar. On the page that opens, in the Vendor No. column of the table, select a vendor whose documents you want the code to be applied to. Go to a new line and repeat the process for any additional vendors, and then close the page to return to the main Standard Amount Distribution Codes page.

7. In the action bar, select Edit to open the Standard Amount Distribution Code Card.

8. Optional: On the General FastTab, enable Distribute by Dimensions if you want document amounts to be split into multiple lines according to dimensions while keeping the existing account number for all created lines.

   Important

   This feature is available as of Document Capture 2023 R1 (11.00).

   When the document amount is split into multiple lines, the account number that was originally assigned to the document is automatically applied to the lines. For that reason, you can't edit the Type and No. fields when you enable Distribute by Dimensions, and you can only enable Distribute by Dimensions when you activate amount distribution codes from the relevant document after registration – the methods of applying them automatically using a document template or manually in the document journal will both fail.

9. On the Lines FastTab, select a line in the table, and then fill out the table fields as needed.

   • Type: Select the type of account that you want this line's amount posted to.
   • No.: Select the number of the account that you want this line's amount posted to.
   • Description: Enter a free-text description of the line.
   • Distribution %: Enter the amount that you want to assign to this line, as a percentage of the recognized document amount.
   • Unit Cost: Enter the fixed amount that you want to assign to this line.
   • [Global dimensions 1 and 2]: Enter the dimension value(s) that you want to assign to this line.

   Note

   Only the two preconfigured global dimensions are displayed as columns in the table, and you can only add and view values for these two dimensions directly in the table. However, you can add other dimensions and values as follows: Select the relevant line, select Line > Dimensions to open the Standard Amount Distribution Dimensions page, and then select a dimension code and a dimension value code in the table. Add as many dimensions as you like by creating new lines in the table on the Edit page, and then select Close to return to the Standard Amount Distribution Code Card. Your dimension codes and values have now been assigned to the selected line, even though they aren't visible in the table.

10. To add another document line, select a new line in the table, and then fill out the fields as needed. Repeat this process until you've set up all the lines that you want to be automatically created when the document is created in Business Central.

    Tip

    For each line, you can only fill out either Distribution % or Unit Cost – not both at the same time. If you choose to fill out Distribution %, the values you've entered for each of the lines should add up to a total of 100%. If the values add up to less (or more) than 100%, this different percentage will be applied to the relevant document, thereby overriding the original document amount. For more information, see Amount distribution code values differing from the document amount.

You've now set up an amount distribution code with the name that you specified in step 3. Once this code is applied to an imported document and that document is created in Business Central, the amount of the document is split into the number of lines that you specified on the Standard Amount Distribution Code Card in steps 9-10. Also, the accounts and dimension values that you specified are automatically applied on document creation.

For a number of examples of how various code setups are implemented when applied, see Examples of applied amount distribution codes below.

To apply amount distribution codes using a template

1. Choose the icon, enter Document Categories, and then choose the related link.
2. To open the purchase document category, select the PURCHASE line (not the PURCHASE code itself), and then select Edit in the action bar to open the Document Category card.
3. On the Templates FastTab, in the list of templates, select the template that you want to configure, and then select Edit to open the template card.
4. Optional: On the Fields FastTab, select Create new Template Field to start the Assisted Template Field Setup Guide, and then select the amount field that you want to apply an amount distribution code to.
5. In the action bar, select Related > Template > Translations > Accounts for Amounts to open the Accounts for Amounts page.
6. In the list of fields, select the one that you want to apply an amount distribution code to (typically Amount Excl. VAT or similar, but not necessarily).
7. In the Account Type column, select Amount Distribution Code.
8. In the Account No. column, select the amount distribution code that you want to apply.

The selected amount distribution code is now applied to all documents using this template.

To apply amount distribution codes manually during registration

1. Choose the icon, enter Document Categories, and then choose the related link.
2. Select the code of the relevant document category – for example, PURCHASE – to open the document journal.
3. In the list of documents, select the one that you want to apply an amount distribution code to.
4. Under Document Header, select the three dots on the right of the Account Type field to open the Account Types page.
5. In the list of account types, select Amount Distribution Code, and then select Close to return to the document journal.
6. Under Document Header, select the three dots on the right of the Account No. field to open the Standard Amount Distribution Codes page.
7. In the list of codes, select the one that you want to apply, and then select OK to return to the document journal.
8. A dialog appears, asking if you want to configure the code as the default account for the primary amount field. Select Yes or No – depending on your preference – to close the dialog.

The selected amount distribution code is now applied to the document and will take effect once you register the document in Business Central.

Activating amount distribution codes from registered documents

You can activate an amount distribution code for a document even after the document has been registered. This can be done either in Business Central or using the Continia Web Approval Portal. Both methods are described below, using invoices as an illustrative example.

To activate codes in Business Central

1. From the Role Center, in the navigation menu at the top, select Purchasing > Purchase Invoices.
2. In the list of open invoices, select the one that you want to activate an amount distribution code for. The Purchase Invoice page opens.
3. In the action bar, select Actions > Functions > Get Std. Amount Distribution Codes.
4. On the page that opens, under Distribution Code, select the code that you want to apply.
5. Under Lines, specify whether you want to replace the existing invoice lines with the ones added by the amount distribution code, or if you want to keep the existing invoice lines and add the amount distribution code lines on top.
6. The Amount to Distribute field is autopopulated based on data from the selected invoice, but you can edit the displayed amount, if necessary.
7. Select OK when you're done

The invoice is then updated with the changes specified by the applied amount distribution code.

To activate codes in the Web Approval Portal

1. In the list of documents, select the one that you want to activate an amount distribution code for. The document page opens.
2. In the action bar, select Use Template to open the Use Template page.
3. In the dropdown menu at the top, select the code that you want to apply.
4. Below the dropdown menu, specify whether you want to replace the existing invoice lines with the ones added by the amount distribution code, or if you want to keep the existing invoice lines and add the amount distribution code lines on top.
5. The Amount to Distribute field is autopopulated based on data from the selected document, but you can edit the displayed amount, if necessary.
6. Select Continue when you're done.

The invoice is then updated with the changes specified by the applied amount distribution code.

Examples of applied amount distribution codes

Once an amount distribution code has been applied to a document, no matter which of the above methods is used, the document amount will be split into lines as specified by you. The following examples illustrate how this can be implemented in practice.

Standard setup

Consider the following Standard Amount Distribution Code Card setup for an amount distribution code named Office:

When this amount distribution code is applied to an invoice with an imported amount of $200.00 excluding VAT, the following three lines will automatically be added to the invoice:

Note that the invoice amount has been distributed between the lines according to the specified percentages, and that the correct accounts and dimension values (in this case different department codes) have been applied to the lines, as specified in the setup.

Amount distribution code values differing from the document amount

As mentioned under To create amount distribution codes, your entered values for Distribution % should add up to a total of 100%, as in the example above. However, if the values add up to less (or more) than 100%, this different percentage will be applied to the relevant document, thereby overriding the original document amount. For example, consider this setup:

If this amount distribution code is applied to an invoice with an imported amount of $200.00 excluding VAT, the following three lines will be added to the invoice:

Note that the total amount is now $180.00 excluding VAT (exactly 90% of the imported amount of $200.00), which has then been split into three lines, each with 30% of the total amount.

Mixed amount distribution code values

As mentioned in To create amount distribution codes, you can't fill out both Distribution % and Unit Cost for the same line when you set up amount distribution codes. However, if you set up multiple lines for a given code, you can in fact use both options across the different lines, as illustrated in the following setup:

If this amount distribution code is applied to an invoice with an imported amount of $200.00 excluding VAT, the following three lines will be added to the invoice:

Note that the percentage in Distribution % isn't applied until the two Unit Cost amounts have been deducted from the imported amount: (200 – 50 – 50) × 0.25 = 25.00.