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Using AR Misc Distribution Codes

AR Miscellaneous Distribution Codes define codes used to track separately accounted extras on invoice or cash amounts (for example gross receipts tax, commissions, or similar rate-based assessments). Skip this setup unless you need those extras; otherwise leave the codes unused.

:::caution Tracking only / no GL impact Miscellaneous distributions do not change invoice totals, do not change payments applied to invoices, and do not update GL or JC. They exist so reports (including Crystal Reports) can calculate rate × basis amounts. Do not invent GL debit/credit mapping for these codes. :::

Before you start​

  • Know which extras you must track and whether they apply by customer, by contract, or both.
  • Confirm with accounting what the rate applies to (the distributed basis amount, not the calculated assessment itself). Basis often excludes tax; verify before go-live.
  • Soft recommendation: assign at customer level when the calc applies to all of that customer's work; assign at contract level when only certain jobs need it.

Steps​

Define codes​

  1. Open AR Miscellaneous Distribution Codes.

  2. Create a code with:

    • Unique code id
    • Description
    • Distribution rate (reports apply rate × basis to compute the assessment)

    Do not document a fixed-amount method unless your form build shows one. Field Definitions for this form were WAF-blocked on an earlier pass; About/index pages and customer auto-create fields loaded cleanly via search for this deepen.

Assign defaults​

  1. Assign default codes on:

    • AR Customers (Misc Dist Code)
    • Contracts (JC Contracts JB Info / JB Contract Info) when only certain jobs need the calc

  2. On the customer, set auto-create options when you want batch validation to create distributions automatically:

    • Create Miscellaneous Distributions on Invoice: during invoice-batch validation, creates one misc distribution record per invoice.
      • Contract-related invoices: contract code first; if none, customer code; if neither, no record.
      • Non-contract invoices: customer code; if none, no record.
    • Create Miscellaneous Distributions on Payment: during cash-receipt batch validation, creates one record per receipt from the customer code; if none, no record.
    • Leave unchecked to create distributions manually.

Enter distributions on transactions​

  1. Create or review distributions from:

    • AR Invoice Entry (Misc Distributions tab / form)
    • AR Cash Receipts
    • AR Miscellaneous Receipts

    Override the default code on the distribution line when needed. For Credit Memo / Write-Off entry, distributed amounts are typically negative so reports can back out the original invoice distributions. Adjustments may be positive or negative.

  2. Use the AR Miscellaneous Distribution Codes report and AR Miscellaneous Distribution Report for code lists and monthly totals.

Notes​

  • Wrong customer/contract assignment misstates tracked extras; review assignments before the first live period that depends on the reports.
  • Auto-create precedence for invoices is contract then customer (Trimble customer Field Definitions). Manual entry can still override the code on the distribution line.
  • Related: AR Customers, AR Invoice Entry, Processing AR Cash Receipts.