Entering expense distributions

Distributions spread costs among different jobs and/or org9s (departments). Your administrator’s settings for the expense form determine whether you can distribute expenses to a job number, an org9, or both.

You do not have to create a distribution at all levels, but you must follow this order when you create distributions: cell, then date, then category, then report.

When you click Expense Distribution for the entire report or for the appropriate category, date, or cell, the Expense Distribution screen shown below appears.

This item...	Is for this purpose...
Expense Distribution for...	This tells you either that you are distributing for the entire report, as shown in this image, or it tells you the category, date, or category/date (cell) that you are distributing for.
Instructions icon New!	To view on-screen instructions for distributing expenses, you can either click the icon to open a popup window, or hover your cursor over it to view the tool tip. Other screens that require extensive on-screen instructions also use this icon.
Org9 (user-defined label)	If this field appears, select an org9 from the dropdown list, or select Search to look it up. If the screen also displays an editable job, then it may default from the org9, in which case you can change the job if you wish.
Job (user-defined label)	If this field appears, do one of the following to enter a job. Select a job from the dropdown list, which shows all of the jobs in your personal list. In previous versions, you had to go to a separate screen to look up from your personal list. If the job that you are looking for is not in the dropdown list, and the list shows a Search option, you can select it to look up a job from the company master. To type the job, select Manual Entry from the dropdown list.
Percentage	You can enter a percentage for the distribution. By default, e-xpense applies the first distribution line to 100 percent of the total, but you can enter a different percent or an amount. See 6 for an example of how percent and amount entries interact. Keep the following in mind as you enter distribution percents. Your total percent entries must equal 100 percent. If you are creating a report-level distribution, then you must distribute to a percent.
Cap Amount	You can enter an amount to deduct from the total that you are distributing. Here is an example of how different percentage and amount entries interact: Let's say that your expense report totals $1000. You distribute $400 to job ABC and then 100% to job XYZ. e-xpense deducts $400 for ABC, leaving $600 for XYZ.
Update Cancel	These two options appear to the right of the active distribution line. Click Update to apply your entries to a distribution line. You need to do this only if you plan to make additional entries for other distribution lines. If you are entering your last distribution line, you can simply click OK (see 11) to save your entries. Click Cancel if you need to undo any changes to a distribution line before you apply them. This blanks out all entries for the active line.
Edit Delete	These two options appear to the right of any non-active distribution line. To change a distribution line other than the active one, click Edit to the right of it. When you first open the Expense Distribution screen, the first line is automatically active. If you need to delete a distribution line, click Delete to the right of it.
Add	Click here any time that you need to enter a new distribution line. e-xpense adds a new blank line to the bottom.
Total	As you enter distribution data, e-xpense automatically calculates and displays the total of your percent entries. Prior to this version, the calculation was not automatic; you had to click a Calculate button.
OK Cancel	Click OK to save your distribution data and return to either the Edit Expense Report or Expense Detail screen. To exit the screen without saving any entries that you made since opening it, click Cancel.