Allocation
No.
Enter the number of the allocation to add or
modify or click the Lookup button to select an allocation number. You
can also click the Next Number button to select the next available allocation
number.
Allocations assigned a cycle of Period, Quarterly,
and Annual are calculated in order of their allocation number in Allocation
Selection. It is important to consider this when defining cascading allocations,
where a destination account for an allocation later becomes a source account
for a subsequent allocation.
Example
- Cascading allocations
Allocation 0000100
distributes the current activity as follows:
|
Source Account
|
|
50600-00-000-000-000 Advertising:Corporate
|
|
Destination Accounts
|
|
50600-01-000-000-000 Advertising:West
|
|
50600-02-000-000-000 Advertising:East
|
Account number
50600-01-000-000-000 is also a source account in allocation 000999,
which distributes the current activity as follows:
|
Source Account
|
|
50600-01-000-000-000
Advertising:West
|
|
Destination Accounts
|
|
50600-01-550-000-000 Advertising:West–California
|
|
50600-01-770-000-000 Advertising:West–Oregon
|
The amount allocated to the destination
accounts in allocation 000999 will include the current activity
from 50600-01-000-000-000 plus the amount allocated to 50600-01-000-000-000
in allocation number 000100.
Description
Type a description for the
allocation.
|
1. Header
|
|
Source
Account
Enter the general ledger account this allocation
will be distributed from, or click the Lookup button to list all general
ledger accounts. Press CTRL+F3, or right-click and select Account Entry
to use the Account Entry window to select an account.
-
If
Yes is selected in the Auto Create when all Segments are Valid field
in the General Ledger Options window, when a valid combination of
a main account and subaccounts is entered but the account does not
exist, the new general ledger account is added automatically without
any notification.
-
If
No is selected in the Auto Create when all Segments are Valid field
in the General Ledger Options window, the system will not automatically
create accounts when a valid combination of a main account and subaccounts
is entered. If No is selected, all accounts must be created in either
Account Maintenance or in Copy Accounts accessed from Main Account
Maintenance or Sub Account Maintenance.
-
If
Prompt is selected in the Auto Create when all Segments are Valid
field in the General Ledger Options window, when a valid combination
of a main account and subaccounts is entered but the account does
not exist, the Account Entry window appears and you can add the account.
For more information, see Account
Entry.
-
If
the Add Main Accounts in General Ledger and Add Sub Accounts in General
Ledger check boxes are selected in the General Ledger Options window,
you can create new main and subaccounts on the fly in the Account
Entry window. For more information, see Account Entry.
Description
This field displays the description of the
selected source account.
Allocation
Method
Select the method for calculating the distribution
amount.
-
Select
Percent to distribute a percentage of the source amount to each destination
account. The total percentage cannot exceed 100 percent. If the total
distribution does not add up to 100 percent, only the total percentages
entered are allocated from the source account. It is possible to distribute
only a portion of the allocation amount using the Percent method.
-
Select
Quantity to distribute an amount to each destination account. The
quantity entered for each destination account is divided by the total
quantity of all accounts to determine the distribution. The entire
allocation amount is always distributed to the destination accounts
when using the Quantity method.
-
Select
Basis to calculate the allocation distributions based on the current
activity, prior activity, beginning balance, ending balance, prior
year activity, or budget of the destination account. You can also
link the allocation distribution to an account other than the destination
account. If you select Basis, you must select the type of basis to
use in the Allocation Basis field.
Allocation
Basis
If Basis is selected in the Allocation Method
field, select the value to use for calculating the distribution amounts
for the allocation. By default, this value is based on the destination
account for each distribution, unless it is linked to another account
on the Lines tab. To link the basis calculation to another account, see
Create
and Maintain Allocations. This field is available only if Basis
is selected in the Allocation Method field.
-
Select
Current Activity to use the current activity of the account as the
basis for the allocation. This value is calculated in terms of the
cycle that is assigned to the allocation. For allocations with Period
or Manual cycles, the current activity posted as of the allocation
generation date is used. For allocations with Quarterly or Annual
cycles, the total activity for the selected quarter or fiscal year
is used.
-
Select
Prior Activity to use the account activity of the cycle prior to the
selected cycle as the basis for the allocation. This value is calculated
in terms of the cycle that is assigned to the allocation. For allocations
with Period or Manual cycles, the activity for the previous period
is used. For allocations with Quarterly or Annual cycles, the total
activity for the previous quarter or fiscal year is used.
-
Select
Beginning Balance to use the beginning balance of the account as the
basis of the allocation. For allocations with Period or Manual cycles,
the balance of the selected period is used. For allocations with Quarterly
or Annual cycles, the balance of the first period of the cycle is
used. This allocation basis can be used to calculate an allocation
using balance sheet or nonfinancial accounts.
NOTE: Revenue and expense accounts normally have zero balances
in the first period of a fiscal year; therefore, selecting Beginning
Balance can produce undesirable results for allocations with Quarterly
or Annual cycles.
-
Select
Ending Balance to use the ending balance of the account as the basis
of the allocation. For allocations with Period or Manual cycles, the
ending balance of the selected period is used. For allocations with
Quarterly or Annual cycles, the ending balance for the last period
of the quarter or fiscal year is used. This allocation basis can be
used to calculate an allocation using balance sheet or nonfinancial
accounts.
-
Select
Prior Year Activity to use the total account activity of the prior
fiscal year as the basis of the allocation. This occurs without regard
to the allocation cycle.
-
Select
Budget to use the total budgeted amount of the account for the selected
cycle. For allocations with Period or Manual cycles, the budget for
the selected period is used. For allocations with Quarterly or Annual
cycles, the total budget for the quarter or fiscal year is used. If
you select Budget, you must select a budget category to use in the
Budget field.
Budget
If Budget is selected in the Allocation Basis
field, enter a budget for calculating the allocation or click the Lookup
button to select a budget. This field is available only if Budget is selected
in the Allocation Basis field.
By default this value is based on the destination
account for each distribution, unless it is linked to another account
on the Lines tab. To link the basis calculation to another account, see
Create and Maintain
Allocations.
Allocation
Cycle
Select the cycle for posting the allocation.
The allocation cycle determines when an allocation is selected and generated.
Allocations with a cycle of Period, Quarterly, or Annual can be selected
for generation using Allocation Selection on the Period End menu. Allocations
with a Manual cycle can be selected for generation at any time using General
Journal Entry.
-
Select
Period to generate the allocation for every period of the fiscal year.
-
Select
Quarterly to generate the allocation for periods 3, 6, 9, and the
final period of the fiscal year.
-
Select
Annual to generate the allocation at the final period of the fiscal
year.
-
Select
Manual to generate the allocation using General Journal Entry. For
more information, see Manual
Allocation Entry.
To generate allocations with a Manual cycle,
see Perform
a Manual Allocation. To generate allocations with a Period,
Quarterly, or Annual cycle, see Allocation
Selection.
Amount
to Allocate
Select the type of amount to allocate to the
destination accounts.
-
Select
Activity to allocate the activity posted to the source account for
the selected cycle. For allocations with a Quarterly cycle, the total
activity for all three periods of this quarter is allocated. For allocations
with an Annual cycle, the total activity for the fiscal year is allocated.
NOTE: The activity posted to the source account can be a different
amount than the balance of the source account.
-
Select
Balance to allocate the current ending balance of the source account
for the selected cycle.
-
Select
Manual to determine a fixed amount to allocate from the source account
for the selected cycle.
Manual
Amount
Enter the amount to allocate from the source
account each time the allocation is generated. This amount appears in
the Allocation Drill Down window when you select the allocation in the
Allocation Selection window.
This field is available only if Manual Amount
is selected in the Amount to Allocate field.
NOTE:
Entering a manual amount that is greater than the balance of the source
account will over-allocate the account.
Date
This field displays the last date that this
allocation was posted.
Period
Allocated
This field displays the last period number
and fiscal year that this allocation was posted.
Journal
Comment
Type a posting comment for the allocation.
For manual cycle allocations, the comment entered appears in the Journal
Comment field in the General Journal Entry window. For all other cycles,
this journal comment appears automatically as the journal comment on the
Allocation Journal. The journal comment can be changed when the allocation
is selected in the Allocation Selection window.
|
2. Lines
|
|
Line Number
This field displays the line number in the
grid and can only be viewed. The line number appears red for lines that
are new or modified. After the Accept button is clicked, the line number
changes from red to black.
Account No.
Enter a general ledger account
number to use as the destination account for this allocation, or click
the Lookup button to list all general ledger accounts. Press CTRL+F3,
or right-click and select Account Entry to use the Account Entry window
to select an account. If the source account entered on the Header tab
is a financial account, all destination accounts must be financial accounts.
If the source account is a nonfinancial account, all destination accounts
for the allocation must be nonfinancial accounts.
-
If
Yes is selected in the Auto Create when all Segments are Valid field
in the General Ledger Options window, when a valid combination of
a main account and subaccounts is entered but the account does not
exist, the new general ledger account is added automatically without
any notification.
-
If
No is selected in the Auto Create when all Segments are Valid field
in the General Ledger Options window, the system will not automatically
create accounts when a valid combination of a main account and subaccounts
is entered. If No is selected, all accounts must be created in either
Account Maintenance or in Copy Accounts accessed from Main Account
Maintenance or Sub Account Maintenance.
-
If
Prompt is selected in the Auto Create when all Segments are Valid
field in the General Ledger Options window, when a valid combination
of a main account and subaccounts is entered but the account does
not exist, the Account Entry window appears and you can add the account.
For more information, see Account
Entry.
-
If
the Add Main Accounts in General Ledger and Add Sub Accounts in General
Ledger check boxes are selected in the General Ledger Options window,
you can create new main and subaccounts on the fly in the Account
Entry window. For more information, see Account Entry.
You can use masked account
numbers to specify multiple destination account numbers for the allocation
distribution. Enter an asterisk (*) for each character in the account
number to mask (for example, 50200-**-000-010-000). The asterisk (*) functions
as a wild card that can represent any number. When the allocation is generated,
each asterisk (*) is matched against every possible matching account in
the chart of accounts.
Example - Using Masking
Characters
This example shows how an allocation
can be distributed to multiple accounts using masking characters.
The destination accounts are matched against the following chart
of accounts.
Chart
of Accounts
50600-10-010-000-000
Advertising Expense:Irvine–Location 01
50600-10-020-000-000
Advertising Expense:Irvine–Location 02
50600-99-010-000-000
Advertising Expense:New York–Location 01
50700-10-010-000-000
Operations Expense:Irvine–Location 01
50700-10-020-000-000
Operations Expense:Irvine–Location 02
50700-99-020-000-000
Operations Expense:New York–Location 02
Source
Account: 50600-00-010-000-000 Advertising Expense:Corporate–Location
01
Destination
Account: 50600-**-010-000-000
The following
accounts receive the allocation:
50600-10-010-000-000
50600-99-010-000-000
Template characters can also
be used in an account mask. Enter an at sign (@) for each template position
in the account (for example, 50400-@@-000-010-000). Each at sign (@) represents
a character in the same position of the source account. When the allocation
is generated, the at signs (@) are replaced by the corresponding characters
from the Source Account field on the Header tab.
Example - Using Template
Characters
This example shows how an allocation
can be distributed to destination accounts using template characters.
The destination accounts are matched against the following chart
of accounts.
Chart
of Accounts
50600-10-010-000-000
Advertising Expense:Irvine–Location 01
50600-10-020-000-000
Advertising Expense:Irvine–Location 02
50600-99-010-000-000
Advertising Expense:New York–Location 01
50700-10-010-000-000
Operations Expense:Irvine–Location 01
50700-10-020-000-000
Operations Expense:Irvine–Location 02
50700-99-020-000-000
Operations Expense:New York–Location 02
Source
Account: 50600-10-000-000-000 Advertising Expense:Irvine
Destination
Account 1: 50600-@@-010-000-000
Destination
Account 2: 50600-@@-020-000-000
The following
accounts receive the allocation:
50600-10-010-000-000
50600-10-020-000-000
Example - Using Both Masking
and Template Characters
This example shows how an allocation
can be distributed to multiple accounts using both masking and
template characters. The destination accounts are matched against
the following chart of accounts.
Chart
of Accounts
50600-10-010-000-000
Advertising Expense:Irvine–Location 01
50600-10-020-000-000
Advertising Expense:Irvine–Location 02
50600-99-010-000-000
Advertising Expense:New York–Location 01
50700-10-010-000-000
Operations Expense:Irvine–Location 01
50700-10-020-000-000
Operations Expense:Irvine–Location 02
50700-99-020-000-000
Operations Expense:New York–Location 02
Source
Account: 50600-00-000-000-000 Advertising Expense:Corporate
Destination
Account: @@*@@-**-010-000-000
The following
accounts receive the allocation:
50600-10-010-000-000
50600-99-010-000-000
50700-10-010-000-000
Percent/Quantity
Enter the percent of the
source amount to be allocated to the account, or the quantity to be used
to calculate the allocation for the account. This field is labeled Percent
or Quantity, depending on the selection in the Allocation Method field
on the Allocation Entry Header tab.
NOTE:The total percentage allocated cannot
exceed 100 percent. If less than 100 percent is entered, only the total
percentage defined is allocated from the source account.
Link
Select this check box to link the basis calculation
to a different account instead of the destination account. If this check
box is selected, the value selected in the Allocation Basis field will
use the linked account entered in the Link Acct No. field to calculate
the allocation.
Clear this check box if you do not want to
link the distribution amount to another account. If you clear this check
box, the basis of the allocation distribution is calculated using the
destination account.
Link
Acct No.
Enter the general ledger account number to
calculate a linked basis allocation, or click the Lookup button to select
an account. Press CTRL+F3, or right-click and select Account Entry to
use the Account Entry window to select an account. For each distribution,
this account will be used as the basis of the allocation instead of the
destination account. The linked account does not have to be the same type
as the source account; either a financial or nonfinancial account can
be entered. This field is available only if the Link check box is selected.
-
If
Yes is selected in the Auto Create when all Segments are Valid field
in the General Ledger Options window, when a valid combination of
a main account and subaccounts is entered but the account does not
exist, the new general ledger account is added automatically without
any notification.
-
If
No is selected in the Auto Create when all Segments are Valid field
in the General Ledger Options window, the system will not automatically
create accounts when a valid combination of a main account and subaccounts
is entered. If No is selected, all accounts must be created in either
Account Maintenance or in Copy Accounts accessed from Main Account
Maintenance or Sub Account Maintenance.
-
If
Prompt is selected in the Auto Create when all Segments are Valid
field in the General Ledger Options window, when a valid combination
of a main account and subaccounts is entered but the account does
not exist, the Account Entry window appears and you can add the account.
For more information, see Account
Entry.
-
If
the Add Main Accounts in General Ledger and Add Sub Accounts in General
Ledger check boxes are selected in the General Ledger Options window,
you can create new main and subaccounts on the fly in the Account
Entry window. For more information, see Account Entry.
If account masks or templates are used to enter
multiple destination accounts, the linked account is matched to every
matching destination account.
Example - Matching Linked
Account Numbers
In this
example, the destination accounts are matched against the following
chart of accounts:
Chart
of Accounts
40500-10-010-000-000
Marketing Expense:Irvine–Location 01
40500-10-020-000-000
Marketing Expense:Irvine–Location 02
50600-00-000-000-000
Advertising Expense:Corporate
50600-10-010-000-000
Advertising Expense:Irvine–Location 01
50600-10-020-000-000
Advertising Expense:Irvine–Location 02
50600-99-010-000-000
Advertising Expense:New York–Location 01
Source
Account Number: 50600-00-000-000-000 Advertising Expense:Corporate
Destination
Account Number: 50600-10-***-000-000
Link
Account Number: 40500-10-010-000-000
The same linked account is used to calculate
the basis for each matching destination account:
You can also use a
template for a linked account number. Enter an at sign (@) for each template
position in the account (for example, 50400-@@-010-000-000). Each at sign
(@) represents a character in the same position of the destination account.
When the destination account number is masked, using a template for the
linked account number allows you to enter a different linked account number
for each matching destination account number.
Example - Using Templates
with Linked Account Numbers
In this
example, the destination accounts are matched against the following
chart of accounts:
Chart
of Accounts
40500-10-010-000-000
Marketing Expense:Irvine–Location 01
40500-10-020-000-000
Marketing Expense:Irvine–Location 02
50600-00-000-000-000
Advertising Expense:Corporate
50600-10-010-000-000
Advertising Expense:Irvine–Location 01
50600-10-020-000-000
Advertising Expense:Irvine–Location 02
50600-99-010-000-000
Advertising Expense:New York–Location 01
Source
Account Number: 50600-00-000-000-000 Advertising Expense:Corporate
Destination
Account Number: 560-10-***-000-000
Link
Account Number: 40500-10-@@@-000-000
A different linked account is used to
calculate the basis for each matching destination account:
Comment
Enter a comment for the allocation
distribution. Comments entered here print on the Allocation Journal and
General Journal, and post to the General Ledger Detail file.
Note
Press CTRL + ENTER to add a new line of text in the Comment field.
Description
This field displays the description of the
selected destination account and can only be viewed.
Link
Description
This field displays the description of the
linked basis account selected in the Link Acct No. field and can only
be viewed.
Quick
Row
This field displays the number of the selected
row in the primary grid. Additional fields for the selected row appear
in the secondary grid. Enter a row number to view information for a different
transaction, or click the Find Row button to search for a transaction
in the Search Grid window.
Total
Percent/Quantity
This field displays the total percent or quantity
of all distributions for the allocation and can only be viewed.
Allocation
Entry