This section discusses the fields and restrictions on the invoice distribution adjustment chart.
You cannot update, reverse, or delete a distribution if:
The Distribution window is Display only.
The invoice has been cancelled.
Referenced by an active correction such as Price, Quantity, or Line, which itself has not been reversed or cancelled.
It represents a Price or Quantity correction. Such reversals must be accomplished by discarding the entire Line.
It is referenced by active distributions, that is the distributions themselves have not been reversed or cancelled. This applies to Freight and Miscellaneous distributions allocated to a the Invoice Line.
The invoice has been paid or partially paid and the Allow Adjustments to Paid Invoices Payables option is disabled.
The distribution is on a Prepayment type invoice and the distribution has been applied.
The distribution is type Prepayment or Tax related to this prepayment. For Prepayment type distributions, the only field that is updatable is Description. You cannot reverse or delete a Prepayment distribution, but you can unapply it.
The distribution has been encumbered.
The invoice is an interest invoice and the payment that paid it has been accounted.
Automatic Offsets is enabled, the invoice contains distributions charged to more than one balancing segment, and the invoice is paid or partially paid and accounted.
The invoice is an Adjustment or PO Price Adjustment invoice.
The Invoice is PO/RCV matched. Such reversals must be accomplished by discarding the entire Line.
The Invoice represents a variance (IPV or ERV). A variance is only reversed as part of discarding the parent line or cancelling the invoice.
You cannot delete a distribution if:
The distribution has been validated.
Other than the above rules, there are no restrictions to updating the following distribution fields:
Description
Income Tax Type
The following fields are display only, and cannot be updated:
Match Quantity
Accounted
Price
Purchase Order Number
Statistical Unit
Status
The following chart shows for each field in the Invoices window the conditions under which you cannot adjust the value in the field. Because the accounted status is a common reason you cannot adjust an invoice distribution, we have provided a separate columns for that reason for easy reference.
| Invoice Distribution Field | Cannot adjust field if: | Updatable if Accounted? |
|---|---|---|
| Account | Distribution is purchase order matched and a) the Allow Matching Account Override Payables option is disabled, b) the invoice is Final Matched, c) the Accrue On Receipt flag is enabled or set to Done, d) encumbrance is enabled. Encumbrance is enabled and distribution a) is part of a reversal pair, or b) is encumbered (validated). Projects is installed, distribution is project-related, and the PA: Allow Override of PA Distributions in AP/PO profile option is disabled. Distribution is an automatically created withholding tax distribution. | NO |
| Accounting Date | Encumbrance is enabled and distribution a) is part of a reversal pair, or b) is encumbered. | NO |
| Amount | Encumbrance is enabled and a) the distribution is part of a reversal pair, or b) the distribution has been encumbered (validated). Distribution is purchase order matched. | NO |
| Description | YES | |
| Descriptive Flexfield | Invoice is fully or partially paid and Allow Adjustments to Paid Invoices Payables option is disabled. | YES |
| Final Match | Match Status flag is set to Yes. Final Match flag is set to Done. Allow Final Matching Payables option is disabled. Distribution is not purchase order matched. | YES |
| GL Date | Encumbrance is enabled and distribution a) is validated, or b) is part of a reversal pair. Distribution has been validated. | NO |
| Includes Tax Checkbox | Allow Override (of Distribution Amount Includes Tax) Payables option is disabled. Use Automatic Tax Calculation Payables option is disabled. Tax calculation level is not Line or Tax Code. Distribution is purchase order or receipt matched. Tax has already been calculated for the distribution. Distribution is type Tax. | YES |
| Income Tax Region | Income Tax Type has no value. | YES |
| Line Number | Distribution is encumbered (validated) Invoice is a Prepayment type invoice. | NO |
| Projects | Projects is not installed or project does not have a name. Encumbrance is enabled. Distribution: a) is encumbered (validated), or b) is part of a reversal pair, or c) has associated tax lines that are encumbered. Invoice is Final matched. Distribution is purchase order matched and a) Purchase Order Accrue on Receipt is enabled or b) encumbrance is enabled. | NO |
| Projects Information | Projects is not installed or Project has no value. If the invoice has been fully or partially paid, you have taken a discount for it, and your Discount Distribution Method Payables option is anything other than System, you will be unable to update the Project field in the Distributions window. | YES |
| Recoverable | Enable Recoverable Tax Payables option is disabled. Encumbrance is enabled and distribution a) is encumbered (validated), or b) is part of a reversal pair. Distribution is an automatically created withholding tax distribution. Distribution type is not Tax. | NO |
| Statistical Quantity/Unit | No defined unit of measure exists for the account. Record is queried. Distribution is validated. Distribution is part of a reversal pair. | NO |
| Tax Code | Encumbrance is enabled and distribution a) is encumbered (validated), or b) is part of a reversal pair. Distribution is an automatically created withholding tax distribution. Tax Code field has value; or Tax Code field has no value but is not required, and the Tax:Allow Tax Code Override profile option is disabled. Distribution is purchase order matched and a tax line is associated with it that is encumbered (allocations). | NO |
| Tax Recovery Rate | Enable Recoverable Tax Payables option is disabled. Encumbrance is enabled and distribution a) is encumbered (validated), or b) is part of a reversal pair. Distribution is an automatically created withholding tax distribution. Distribution type is Tax or Automatic Withholding Tax. Tax:Allow Override of the Tax Recovery Rate profile option is disabled. Distribution is validated. Distribution is purchase order matched and a tax line is associated with it that is encumbered. | NO |
| Track As Asset | If the account type is Asset, you cannot disable this check box. | YES |
| Type | Record is saved. Distribution is purchase order or receipt matched. Encumbrance is enabled and distribution: a) is part of a reversal pair, or b) is validated. Distribution is a prepayment distribution. Distribution has existing allocations. Invoice is a prepayment and prepayment distribution is partially or fully applied. Invoice has a voucher number. Invoice is paid and you have taken a discount. Distribution is an automatically created withholding tax distribution. | NO |
| Withholding Tax Group | Invoice is already paid and you withhold at payment time. Invoice is already validated and you withhold at validation time. Distribution is not a withholding tax distribution. Record is saved. | NO |
| USSGL Transaction Code | The following section is applicable to customers who use transaction codes. Transaction codes are typically used by US Federal Government customers to produce both proprietary and budgetary entries for a given transaction. USSGL option is disabled. Encumbrance is enabled and distribution a) is validated, or b) is part of a reversal pair. | NO |