Edit General Ledger Distribution Information

Depending on your security rights and system role, you can edit distribution information on the GL Distributions tab.

Examples of distributions that may appear are Sold stock, Sold property, Benefit, and Gift fee. To edit this information, select Edit next to the distribution header.

1. On the revenue record, select the GL Distributions tab.

2. Under GL distributions, select Edit next to the header of the distribution you want to edit.

   Note: Edit displays next to the header of general ledger distributions that can be edited. For distributions that cannot be edited, such as reversals, Edit does not display.

   For not posted transactions, the Edit GL distributions screen appears. For posted transactions, the Adjust revenue GL distribution screen appears.

   For information about the items on this screen, refer to Edit or Adjust Revenue GL Distribution Screen.

3. Edit the general ledger distribution information as necessary.

   Note: For payment transactions (such as original payments and gift fees) and order transactions (such as discounts), you cannot edit the Transaction type or Amount information on the Edit GL distribution screen and the Adjust revenue GL distribution screen. You can, however, edit the transaction type or amount information from the transaction record.

4. If you edit a field that affects the general ledger, such as Account, enter information about the adjustment.

   1. Under Adjustment details, enter the dates to associate with the adjustment and the posting of the adjustment to the general ledger.

   2. In the Adjustment reason field, select the reason code to explain the need for the adjustment. For information about reason codes for revenue adjustments, refer to Reason Codes.

   3. In the Adjustment details box, enter any additional information about the adjustment, such as "Data entry error" or "Insufficient funds."

   Note: When you change the constituent for revenue that has already been posted, the program creates an adjustment. When you edit the GL distributions or change the constituent for a posted payment, you cannot select “Do not post” in the Adjustment post status field on the payment record. The payment adjustment will always post.

   Note: When you create a payment adjustment and set the Adjustment post status field to “Not posted,” you can edit the GL distributions and change the constituent on a payment. When you set the Adjustment post status field to “Do not post,” you cannot edit the GL distributions or change the constituent on the payment.

   Note: When you adjust GL distributions, a reversal transaction and an adjustment transaction are created. The system date will be the default date on both transactions.

   Note: If you set an adjustment to "Not yet posted," you can edit the adjustment. If an adjustment has posted, you can make further edits to the adjustment and re-post.

   When you delete a posted payment, the payment is deleted from the system and GL reversals are created. We recommend you create an adjustment transaction for the deleted payment so that an audit trail is maintained.

   Note: If you edit revenue that has not yet posted, the Calculate mapping button appears on the Edit GL distributions screen. Select Calculate mapping to view mapped segments.

5. Select Save. You return to the GL Distributions tab.

   For information about how to edit a payment, refer to Edit a Payment.