Setting up Account Distributions

There are several ways you can set up account distributions. When any of the following are set up, distributions will default into the header and lines of your agreements:

• Account distribution templates: Allow you to group and save account distributions by assigning a rental distribution ID.
• Account distribution defaults: Allow you to assign default account distributions or link a distribution template to an equipment ID, category, model, and/or item number.
• Distribution default groups: Allow you to assign default account distributions or link a distribution template to an agreement type or a renting branch and renting division.

Before you set up account distributions, we recommend that you take some time to plan how you want your accounts to be grouped and how you want them to fill into your rental agreements. You can always edit default account distributions at the agreement and/or agreement line entry levels.

How account distributions fill into the agreement

When an agreement is first created, account distributions fill from either the distribution default group assigned to the agreement type or, if distributions are not set up per agreement type, from the global rental parameter setup.
Once an agreement line is created, the system uses the distribution default for the equipment ID, category, model, or item number. If a default has not been assigned, the initial distributions (from either the agreement type or general rental setup) will be retained.

Setting up account distribution templates

Account distribution templates allow you to group account distributions by assigning Rental Distribution IDs. These are handy if the account distributions you use are consistent across your organization and only require minor adjustments at the agreement type or agreement line level.
Once an account distribution template is set up, you can assign it in these other setup windows:

• Rental Agreement Type Account Setup (accessed from the Rental Agreement Type Setup window)
• Rental Setup Accounts Setup (accessed from the Rental Setup window)
• Rental Distribution Default Setup

This saves time in that you do not have to re-enter accounts at every level of the agreement creation process. In addition, you can copy one template to another if you want to create a template that differs from another only slightly.

Distribution account templates are optional.

1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > Rental > Distributions.
2. Complete the following fields.
   • Rental Distribution ID
     Enter the rental distribution ID.
   • Description
     Enter the description.
   • View
     Using the drop-down menus, you can select to view accounts by Equipment or Non-Equipment, and select to display ALL rate types or only one of the following types: Rate, Overage, Insurance, or Markdown.
   • Account
     Select a GL account.
   • Type
     Select a rate type to be distributed to that account (Rate, Insurance, Overage, or Markdown), or select ALL to enter distributions for all types at once.
   • Mask
     Mark this checkbox if you want the account to be masked.
   • Percentage
     Enter the percentage to apply to this account for this type. For each type (Rate, Insurance, Overage, and Markdown), the distributions must add up to 100% for both Equipment and Non-Equipment.
3. Select Insert to insert this account distribution, which will appear in the list box.
4. Repeat steps for each distribution.
5. When you are finished, select Save.

The percentage totals appear at the bottom of the window.

To delete a distribution row, select a line, then select the Delete Row icon on the right side of the window.

To edit a row, double-click the line, make your changes, then select the Edit button. The list view will be updated with your changes.

Copying account distributions from one template to another

1. On the Rental Distribution Setup window, select a rental distribution ID, and select Copy.
2. Enter a New Rental Distribution ID and Description.
3. Select Copy.

The Rental Distribution window populates with the new Rental Distribution ID record.

Setting up account distribution defaults

You can set up default distributions to be associated with an equipment ID, category, model, and/or item number. You can select an account distribution template (Rental Distribution ID) to fill in, or manually select the accounts on the setup window.

1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > Rental > Distribution Defaults.
2. Select a radio button and select the Category, Model, Equipment ID or Item Number to which you wish to assign distributions.
3. Select a Rental Distribution ID from the lookup, or enter account distributions manually (see steps 3-7 under Setting up account distribution templates).

Note: If Equipment ID, Category, or Model is selected, only Equipment accounts will fill in from the Rental Distribution ID. If Item Number is selected, only Non-Equipment accounts will display.

1. When you're finished assigning distribution defaults, select OK.

Copying account distributions from one equipment entity to another
To save time, you can copy account distribution defaults from one equipment ID/category/model to another equipment ID/category/model, or from one item number to another. You cannot copy from a category, model, or equipment ID to an item number, or vice versa. You can only copy from an item number to another item number.

1. On the Rental Distribution Default Setup window, select an Equipment ID, Category, Model or Item Number from which to copy.
2. Select Copy to open the Copy Distribution Default Setup window. You could have also left the Rental Distribution Default Setup window blank BEFORE choosing the Copy button. In this case, you would have to enter a From and To entity on the window below.
3. Complete the following fields. An indicates a required field:
   • Filter Type
     Select a type from which to copy (Category, Model, Equipment ID, Item Number).
   • Copy From
     Select a Category, Model, Equipment, or Item record from which to copy.
   • Filter Type
     Select a type to which to copy (Category, Model, Equipment ID, Item Number).
   • Copy To
     Select a Category, Model, Equipment, or Item record to which to copy.
4. Select Copy.

Setting up distribution default groups

Setting up distribution default groups by agreement type

You can set up distribution default groups by agreement type or renting branch and renting division. You can select an account distribution template (Rental Distribution ID) to fill in, or manually select the accounts on the setup window.

1. Select Microsoft Dynamics GP > Tools > Setup > Equipment Management> Rental > Agreement Types.
2. Select an agreement type and select Accounts to open the Rental Agreement Type Account Setup window.
3. Enter a Renting Branch and/or Renting Division.
4. Select a Rental Distribution ID from the lookup, or enter account distributions manually (see steps 3-7 under Setting up account distribution templates).
5. When you are finished assigning distribution default groups, select Save.

Setting up global distribution account defaults by branch and/or division

You can set up account distributions by renting branch and renting division. You can select to use an account distribution template (Rental Distribution ID), or manually select the accounts on the setup window.
You may have already set up global distribution account defaults on the Rental Setup window during the agreement setup. See Set up global rental parameters for more information on filling in the required fields on this window.

1. Select Microsoft Dynamics GP > Tools >Setup > Equipment > Rental Setup.
2. Select Accounts to open the Rental Setup Accounts Setup window.
3. Enter Inventory Placeholder and COGS Placeholder accounts to be used in the SOP lines for rental invoices. Microsoft Dynamics GP SOP posting requires that you have Inventory and COGS accounts set up for every SOP line; you will receive an error when attempting to post an invoice if these lines are blank. Placeholder accounts fill into these lines, allowing you to post invoices without setting up these accounts in Posting Accounts Setup. These accounts are not actually used for rental invoices, as the Inventory Accounts setup determines which accounts are used for each equipment record.
4. Enter a Renting Branch and/or Renting Division.
5. Select a Rental Distribution ID template from the lookup, or enter account distributions manually (see steps 3-7 under Setting up account distribution templates).
6. When you are finished, select OK.