Hi Amanda,

If you mean General Ledger accounts, you can do that be setting up Allocations in Accounts Payable. After you have setup the allocation, you can then click the Allocate button when entering AP invoice distributions and it will allocate the invoice amount to the GL accounts you entered when you setup the allocation.

For more information, in Accounts Payable go to Help, Help topics, select the Index tab, and enter "Allocations." There are several topics that describe how this works.

Thanks!

Thanks Jesse,

What I am looking at is multiple power accounts with the same power company but they are charged to different GL accounts and jobs. We have the same issue with a few other vendors. Is that something that allocations can do?

Allocations are based on a percentage of the total amount invoiced if I am not mistaken, so if the distributions will vary from invoice to invoice, (where each invoice may have a different amount to each Job and not a percentage of the total amount billed)  I am not sure that setting up expense allocations will work for this purpose. If you can provide us a details example we may be able to determine if expense allocations will work for this purpose. There are some HELP topics associated with expense allocations that you can look at in AP, HELP, Help Topic, click INDEX then look for "Expense Allocations"  Below I have included some of the information from AP Help:  

Expense Allocation (Setup menu)

Use to set up expense allocation tables which allow you to allocate expenses automatically during invoice entry across different commitments, jobs, JC cost codes, equipment, EQ cost codes and/or expense accounts. For example, you may want to set up an expense allocation that splits expenses for Subcontractor vendors between two specific JC cost codes, one at 75 percent and the other at 25 percent.

When setting up an allocation table, you can enter as much information as necessary. Each expense allocation is named and must include either an allocation percentage or a formula. When you finish creating or changing an allocation table, a Setup Allocation journal prints, detailing the allocations you set up or changed.

During invoice entry in Enter Pending Invoices, Enter Invoices, or Record Manual/Print Quick Checks, a new invoice can be allocated by selecting one of the expense allocations you have set up. Invoice distributions are created and prefilled, after you have selected an expense allocation, based on the information you set up in the expense allocation table.

I'll give you the one that I have for power.  All of our power comes from one company and we have them set up as a vendor in AP.  We have 16 different power meters that are all separate accounts from the power company.  What I am looking to do is to be able to attach the job and GL numbers to each power meter account to cut down on the amount of data entry each month.

Amanda, I believe you want to explore "Recurring Invoices" in Accounts Payable (AP > Setup > Recurring Invoices). You can setup a recurring invoice with all of the distribution line item details, but use dummy dollar amounts.  Then each month before you generate the monthly recurring invoice (AP > Tasks > Generate Recurring Invoices) you can return to Setup Recurring Invoices and call up the recurring invoice and enter the actual amounts for the current set of invoices. Then generate the invoice. Each month, rinse and repeat!

Consult the Help file for more detailed information on the recurring invoice feature.

Art Minds, Consultant

Pasadena, CA 

Thanks Art! I think this is exactly what I am looking for.