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You can enter distributions manually, or you can create them automatically by using Distribution Sets, or by Purchase Order Matching.
You can find detailed information on entering, reviewing and adjusting distributions throughout the Invoices chapter.
Num. Unique number for the distribution. You can override Payables default if the number you enter is unique for the invoice.
Type. Payables uses Type to differentiate between items and tax, freight and miscellaneous charges.
Tax Name. Tax Name associated with the distribution line. Payables provides a default value based on the Tax Name Defaults hierarchy you defined in the Payables Options window. See: Defaulting Tax in Payables. For a non-Tax type distribution, enter the name of the tax that is applicable to this distribution. For Tax type distributions, enter the same Tax Name that the Tax distribution is paying. For detailed information, see: Entering Taxes on Invoices.
If the distribution type is Item, you cannot enter an Offset tax name in this field. You cannot enter Use tax names in this field.
GL Date. Payables uses the GL Date to determine in which accounting period an invoice distribution will be posted. The date must be in an open or future period. This value defaults from the Invoices window.
Attention: If you change the GL Date in the Invoices window, Payables does not change the GL Date for existing invoice distributions. If you want to update the GL Date for an invoice, use the Distributions window to change the GL Date for each invoice distribution.
If the GL Date of a distribution is in an open period in Payables, but in a closed period in your general ledger, during Approval Payables applies a posting hold to the invoice and lists it on the Journal Entry Exception Report if you attempt to post it. If the GL Date of an invoice is in a future period in Payables, Approval applies a Future hold to the invoice, which prevents you from paying or posting the invoice. Invoices with this hold appear on the Posting Hold Report.
Account. Account to charge when you create a journal entry for this distribution. Usually an expense or asset account.
Includes Tax. You can check this check box to indicate if a distribution amount includes tax if you use Line level automatic tax calculation and the Allow Override (for Distribution Amounts Include Tax) Payables option is enabled. If you check this check box and either choose the Calculate Tax button or you submit Approval, Payables will use the distribution amount and Tax Name to create a tax distribution with the same Tax Name and the appropriate tax amount. Payables then subtracts the calculated tax from the distribution amount and disables the Includes Tax check box. For detailed information on automatic tax calculation, see: Automatic Tax Calculation Overview.
Track as Asset. If you enable this check box, Payables transfers this distribution to Oracle Assets when you submit the Create Mass Additions for Oracle Assets Program. You can then create assets in Oracle Assets from the imported distribution information. If the distribution has an asset account, Payables enables this option and you cannot adjust it. If the account is an expense account, Payables does not enable the check box, but you can enable it if the distribution is unposted. For more information see: Assets Integration.
Description. Description of the distribution. This description appears on the payment document remittance, and you may choose to include it when you transfer journal entries to your general ledger. For manually entered distributions, the default value is the invoice description. For tax distributions, the default value is the tax name. For distributions created by Distribution Sets, the default is the Description of the Distribution Set line. For distributions created by purchase order matching, the default value is the description of the purchase order line.
Income Tax Type. Income tax type, for 1099 reporting purposes. If you do not use a Distribution Set to create invoice distributions, Payables uses the supplier's income tax type as the default value. If you use a Distribution Set to create invoice distributions, Payables uses the default income tax type from the Distribution Set as the default value. You can enter or adjust this field regardless of whether the supplier is defined as a 1099 supplier. Payables uses this information when you submit the 1099 Payments report and the 1099 form reports. See also: 1099 Reporting Overview.
You can update this field even after you have posted a distribution. You can use the Update Income Tax Details Utility to make adjustments to many distributions. See: Update Income Tax Details Utility and Report.
Income Tax Region. Income tax region for the distribution. Payables orders distributions by income tax region on the 1099 form reports. If you enable the Combined Filing Program Payables option, when you submit the 1099 tape, Payables will produce K records for all tax regions participating in the Combined Filing Program that have qualifying payments.
If you enable the Use Pay Site's Tax Region option in the Payables options window, the default for this field is the supplier site's state. If you choose instead to enter a tax region in the Income Tax Region field in the Payables Options window, the default for this field is the tax region you entered.
If you do not enter an income tax type for a distribution, you cannot enter an income tax region. See also: 1099 Reporting Overview
Final Match. Enter Yes only if the distribution is matched to purchase order and you want the system to permanently close the purchase order during Approval. You cannot enter Yes unless the invoice is purchase order matched and the Allow Final Matching Payables option is enabled. For detailed information see: Final Matching Purchase Orders.
Attention: Enter Yes only if you are certain this is a final match against the related purchase order and you want Approval to permanently close the purchase order. Once you approve a final matched invoice distribution, you cannot update the status of the permanently closed purchase order or the Final Match field for the distribution.
Match Quantity. Quantity Billed value you entered during a purchase order match. If the distribution is not matched to a purchase order distribution, Payables leaves the field blank. If this is a price correction, this quantity will be zero.
Price. Invoice unit price for a distribution created by purchase order matching. If the distribution is not matched to a purchase order distribution line, Payables leaves the field blank.
PO Number. Purchase order to which the distribution is matched.
Unit of Measure. Payables displays a statistical unit if you have defined one for the distribution's account in General Ledger. For example, you can use a unit of Square Feet for an office rent purchase order.
Statistical Quantity. Statistical quantity based on the unit of measure. For example, if your unit of measure is barrels, you can enter the number of barrels here. Payables includes this statistical quantity amount in the journal entry it creates when you post your invoices in detail. See also: Invoice Distribution Statistics in Oracle General Ledger
Withholding Tax Group. Withholding Tax Group for the distribution. This value defaults from the Invoices window. For more information, see: Withholding Tax Groups.
Withholding Tax Creation Type. For withholding type distributions representing withheld amounts, Payables displays one of the following values. For more information, see: Automatic Withholding Tax Overview.
Posted. Payables displays Yes or No to indicate if the journal entry information for the distribution has been successfully transferred to general ledger.
Status. See above.
Posted. See above.
PO Number. See above.
Reverse. If you select one or more distributions and choose the Reverse button, Payables creates a negative amount distribution for each distribution you select. If the distribution is purchase order matched, Payables updates corresponding purchase order information such as Quantity Billed. See also: Reversing Invoice Distributions, and Invoice and Invoice Batch Adjustment Restrictions.
Prorate. Opens the Prorate window which you can use to prorate tax, freight, or miscellaneous charges across selected distributions. See: Prorating Tax, and Prorating Freight and Miscellaneous Charges.
View PO. If you have Oracle Purchasing installed and the selected distribution is purchase order matched, choose the View PO button to Navigate to the Purchase Order Distributions window.
Calculate Tax. If you use Line level automatic tax calculation, you can choose this button to automatically create tax type distributions. Payables calculates and creates the tax distributions based on the non-tax type distributions amount, the Includes Tax check box, and the tax rate assigned the distribution Tax Name. If you use Line level automatic tax calculation, and you do not choose the Calculate Tax button, Payables will automatically create the tax distributions during Approval. Payables will not calculate tax twice for the same distribution, so you can use the Calculate Tax button several times when you enter multiple distributions.
Entering Foreign Currency Invoices
Entering Invoice Distributions
Entering Invoices for Suppliers Subject to Income Tax Reporting Requirements
Entering Project Related Invoices and Distributions
Invoice and Invoice Batch Default Chart
Matching Credit/Debit Memos to Purchase Orders and Invoices
Reviewing Invoice Distributions
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