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DISTRIBUTION DEFAULTING LOGIC#

This section explains the Distribution Defaulting Logic within the application.

A complete distribution code for a journal entry is made up from segments of information about where the employee works, their position, job or assignment and what type of earnings are being paid, etc.

The following describes the defaulting sequence (first by department, then job, then position and finally assignment) of a distribution code.

Department (IDDP)#

The department distribution mask will initially be empty or you may use the distribution format found on the G/L Company (IDGC) form.

If the user does not change it, then any segment value will be valid because of the wild cards.

This distribution field on the Department form is considered a mask as it is rarely completely specified at this point. If the financial cost for this department should be charged to a specific cost centre, then you may fill in the segment for that cost centre.

If you do supply some of the digits, the distribution mask will be validated according to the validation rules established in the G/L Segments form (IDGS).

Job (IDJB)#

Normally, there is only one distribution code for a job and the distribution is only partially specified.

However, it is possible to have multiple distribution codes for a job and to have the distribution fully specified. Jobs may also have more than one associated distribution code with a specified split.

When you first create the job, the distribution code will be empty. You can enter the code manually with the assistance of the distribution editor. The editor will show the distribution format defined for the GL Company in the Define GL Segments (IDGS) screen.

When a date sensitive change is made to the job, the existing associated distribution is cloned and attached to the newly effective job record. The user must then make any changes to the distribution tab manually, if applicable.

Each distribution code (full or partial) entered on a job will be validated according to the validation rules established in the G/L Segments form (IDGS).

Position (IDPS)#

Normally, there is only one distribution code for a position and the distribution is fully specified. However, it is possible to have multiple distribution codes for a position and to have the distribution partially specified.

Position may also have more than one associated distribution code with a specified split. When a new position is created, if there is a committed or saved distribution record associated with the related job then it is copied to the position. The distribution mask is then obtained from the department and superimposed on each distribution code. The user may manually change the position distribution as they wish.

When a date sensitive change is made to the position (without a job or department change), the existing associated distribution is cloned and attached to the newly effective position record. The user must then make any changes to the distribution tab manually, if applicable.

When a date sensitive change is made to the position and there is a job change (with or without a department change), the distribution for the position is thrown away and the distribution record associated with the related job is then copied to the position. The distribution mask is then obtained from the department and superimposed on each distribution code. The user may manually change the position distribution as they wish. This occurs only when there are saved or committed job distribution records.

When a date sensitive change is made to the position and there is a department change (without a job change), the distribution mask for the department is obtained from the department and superimposed on each cloned position distribution code. The user may manually change the position distribution as they wish.

Each distribution code (full or partial) entered on a position will be validated according to the validation rules established in the G/L Segments form (IDGS).

Due to the defaulting logic, it is highly recommended that any changes to the job and department of a position be made through date effective splits.

Assignment#

Normally, there is only one distribution code with an assignment and the distribution is fully specified. e.g. EE 19803 9764-23-515

However, it is possible to have multiple distribution codes on an assignment and to have the distribution partially specified. Assignments may also have more than one associated distribution code with a specified split. The handling of the distribution code defaulting logic on an assignment depends on whether a position code is being used.

Assignments with a Position#

When a new assignment is created (through Maintain Assignment Records - IEAS or Establish Personnel Profiles - IEHR), if there are distribution records associated with the specified position, the distributions are copied from the position to the assignment. The user may manually change the assignment distribution as they wish.

When a date sensitive change is made to an assignment (without a position change), the existing associated distribution is cloned and attached to the newly effective assignment record. The user must then make any changes to the Distribution tab manually, if applicable.

When a date sensitive change is made to an assignment and there is a position change, the distribution for the assignment is discarded and the distribution record associated with the related position is copied to the assignment. The user must then make any changes to the Distribution tab manually, if applicable.

Assignments without a Position#

When a new assignment is created (through Maintain Assignment Records - IEAS or Establish Personnel Profiles - IEHR), if there are distribution records associated with the related job then it is copied to the assignment. The distribution mask is then obtained from the department and superimposed on each distribution code. The user must then make any changes to the Distribution tab manually, if applicable.

When a date sensitive change is made to an assignment (without a job or department change), the existing associated distribution is cloned and attached to the newly effective assignment record. The user must then make any changes to the Distribution tab manually, if applicable.

When a date sensitive change is made to an assignment and there is a job change (with or without a department change), the distribution for the assignment is discarded and the distribution record associated with the related job is copied to the assignment. The distribution mask is then obtained from the department and superimposed on each distribution code. The user must then make any changes to the Distribution tab manually, if applicable. This occurs only when there are saved or committed job distribution records.

When a date sensitive change is made to an assignment and there is a department change (without a job change), the distribution mask for the department is obtained from the department and superimposed on each cloned assignment distribution code. The user may manually change the position distribution as they wish.

Each distribution code (full or partial) entered on an assignment will be validated according to the validation rules established in the G/L Segments form.

Due to the defaulting logic, it is highly recommended that any changes to the position, job and department on an assignment be made through date effective splits.