When you enter an invoice into the Accounts Payable application, you decide to which General Ledger account(s) you want to distribute the expense. Occasionally you may need to change the distribution you originally chose. If you have not posted the transaction yet, you can change the distribution in the New A/P Transactions window. However, once you have posted the transaction, you must create an adjustment voucher to change the distribution.
If you need to change a distribution for an unposted transaction, click here. To change a distribution for a posted transaction, use the following procedure to create an adjustment voucher.
In the Trx Type box, enter an A (for Adjustment Voucher).
In the Vendor Reference Number box, enter the same invoice number as you entered on the original transaction.
In the Applies To box, enter the invoice number (Vendor Reference Number) of the original transaction (this should be the same number you entered in the previous step).
(Optional) In the Voucher Ref box, enter a description of the correction you are making.
Click Add. The Distribution tab displays.
Note: On the Distribution tab, you need to add a negative distribution to back out the original one, and add a positive distribution to create a new one. For example, if you distributed $100 to account number 5005-000, but the distribution should have been to account number 5050-000, you would enter the following:
5005-000 -$100
5050-000 $100
The total equals zero, which is what you want, because Adjustment vouchers merely move expenses around to change general ledger information.
Follow the steps below to add your positive and negative distribution.
Click Add. The Add Distribution dialog box displays.
In the Account Number box, enter the account number you used on the original transaction (the one that is incorrect).
In the Distribution Amount box, enter the amount you originally distributed to this account, but as a negative number.
For example, if the original distribution was for 100.00, enter -100.00.
Click OK.
Repeat steps 7 through 10 if other accounts on this transaction need to be corrected.
Click Add. The Add Distribution dialog box displays again.
In the Account Number box, enter the new account number (the one that is correct).
In the Distribution Amount box, enter the amount of the distribution as a positive number.
For example, if the original distribution was for 100.00, enter 100.00.
Click OK.
Repeat steps 12 through 15 if other accounts on this transaction need to be corrected.