1Initial Setup File Maintenance
Option 7Allocation Accounts
You can use this function to enter those accounts whose balances are to be allocated to other accounts, as well as the accounts receiving the allocations. Journal Entries, defining the allocations to be made, are created when the Generate Allocation Entries job is run.
You can specify the account balances to be allocated and the account balances to receive the allocation. In addition, you can express the type of allocation; you can define fixed amount, fixed percent, and ratio allocations. You can specify an account to receive any over-or under-allocated amounts.
When you use this function, a record of all entries will be printed. For additions, all new field contents are printed; for deletions, the deleted record’s contents are shown; for changes, both old field contents and new field contents are shown; and in all cases, the User ID, date, and time are printed.
The screen shown below presents information about Allocation Accounts.
This file defines those accounts to be allocated to other General Ledger accounts when the Generate Allocation Entries job is run. The Generate Allocation Entries job creates journal entries that back out the amount stored in one account and distribute this amount to the accounts defined as the Receiving Accounts. There are three methods available for distributing allocations. The “Percent” method allows distributions t a fixed percentage to a given account. The “Fixed Amount” method allows a distribution for a fixed dollar amount. The “Ratio” method provides an allocation based on a ratio of accounts from the Chart of Accounts or Unit Accounts files. An Over/Under account must be specified to receive the remainder from the allocations.
Initial Setup Allocation Accounts screen
When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing.
Note that the Audit Info option is available at the bottom of this screen. When this option is invoked, the Audit Information overlay appears and displays the date the record was created and who created it, as well as the date the record was last modified and who modified it. Press the END key or the RETURN key to clear the overlay from your screen. The information displayed in the Audit Information overlay is system-supplied and non-modifiable.
Data items for the preceding screen are described below:
- Account
Upper case, up to 12 characters Required Scan available Scan by this field (access key)
Supply the account which contains the dollar amount to be allocated. The system displays the description so that you can verify your entry.
- Description
Alphanumeric, up to 30 characters
Describe this allocation.
- Reference
Upper case, up to 6 characters
Supply a reference for these transactions.
- Auto Reverse?
Y or N Default N Required
Indicate whether or not this allocation is an adjustment to the sources/uses amounts. If ‘Y’ is entered, a credit adjustment reduces month-to-date and year-to-date uses and a debit adjustment reduces month-to-date and year-to-date sources in the Account Balances file.
- Adjustment
Y or N Required
The initial default avlue is "N".
Indicate whether or not this allocation is an adjustment to the sources/uses amounts. If "Y" is entered, a credit adjustment reduces month-to-date and year-to-date uses and a debit adjustment reduces month-to-date and year-to-date sources in the Account Balances file.
- Sources/Uses/Neither (S/U/N)
Upper case, 1 character Valid: S, U, N
If a Statement of Cash Flow is to be printed, this entry is used to specify how the allocations are to be accumulated in the Account Balances file.
Blank: Credits are accumulated as sources; debits are accumulated as uses.
- S
- This allocation is to be accumulated as a source.
- U
- This allocation is to be accumulated as a use.
- N
- This allocation is to be accumulated as neither.
- Sub Code
Upper case, up to 16 characters Scan available
If the Sub Type is ‘GL’, you must enter a sub code so that postings can be made to the Subsidiary Codes files. Enter the subsidiary code to which the transaction is to be posted. (The subsidiary code is only used if the Sub Type is ‘GL’).
- Intercompany
Upper case, up to 3 characters Scan available
If this is an intercompany transaction, enter the code identifying the intercompany name. All intercompany allocation postings will be posted to the YTD Postings file. This field is optional.
- Intercompany Reference
Upper case, up to 4 characters
If a code identifying the intercompany name was entered, you can enter a reference to this transaction. This field is optional. All intercompany allocation postings will be posted to the YTD Postings file.
- Currency
Alphanumeric, up to 6 characters Scan available
If this transaction is in a currency other than the domestic currency, enter the code from the Exchange Rates file to identify it.
- Over/Under Account
Alphanumeric, up to 12 characters Required Scan available
Define the account to be used for any over/under amounts that may result when the allocations are calculated. The system displays the description so that you can verify your entry.
- NOTE
- Unpredictable results may occur if the over/under account you enter is the same as the account being allocated.
- Over/Under Adjustment?
Y or N Default N Required
Indicate whether or not this is an adjustment to the sources/uses amounts in the Over/Under account. If ‘Y’ is entered, a credit adjustment reduces month-to-date and year-to-date uses and a debit adjustment reduces month-to-date and year-to-date sources in the Account Balances file.
- Over/Under/S/U/N
Upper case, 1 character Valid: S U, N
If a Statement of Cash Flow is to be printed, this entry is used to specify how the amount is to be accumulated in the Account Balances file for the Over/Under account.
Blank: Credits are accumulated as sources; debits are accumulated as uses.
- S
- This allocation is to be accumulated as a source.
- U
- This allocation is to be accumulated as a use.
- N
- This allocation is to be accumulated as neither.
- Over/Under Sub Code
Upper case, up to 16 characters Scan available
If the Sub Type is ‘GL’, you must enter a Subsidiary Code for the Over/Under account so that postings can be made to the Subsidiary Codes files. Enter the subsidiary code to which the transaction is to be posted. (The subsidiary code is only used if the Sub Type is ‘GL’).
The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:
Press ENTER to display system-supplied information and then press ENTER again to continue to the next screen.
Select the Next Record option to go to the next Allocation Accounts record.
At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Allocation Accounts file.
The screen shown below presents information about Receiving Allocation Accounts.
This file defines the accounts which will receive the allocations from the amounts specified in the Allocations file.
Initial Setup Receiving Allocation Accounts screen
When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing.
Data items for the preceding screen are described below:
- To Account
Upper case, up to 12 characters Required Scan available
Define one of the accounts that will receive the allocation. The system displays the description so that you can verify your entry.
- Method
Upper case, 1 character Numbers only Valid: 1, 2, 3 Default 1 Required
Indicate the method for allocating to this account. Your options are:
- 1
- Fixed Percent - Distribute based on the Allocation %.
- 2
- Fixed Amount - Distribute the Fixed Amount.
- 3
- Ratio - Distribute based on the ratio of accounts from the Chart of Accounts or Unit Accounts files defined below.
- Allocation %
Positive number, up to 3 digits and 2 decimals
If this is a fixed-percent type of allocation, supply the percent of the account balance for the account on the header screen that should be distributed to this receiving account.
- Fixed Amount
Number, up to 9 digits and 2 decimals
If this is a fixed-amount type of allocation, supply the fixed amount that is to be allocated to this receiving account.
- Adjustment?
Y or N Default N Required
Indicate whether or not this entry is an adjustment. If ‘Y’ is entered, a credit entry will reduce month-to-date and year-to-date uses and a debit entry will reduce month-to-date and year-to-date sources, in the Account Balances file.
- Sources/Uses/Neither (S/U/N)
Upper case, 1 character Valid: S, U, N
If a Statement of Cash Flow is to be printed, this entry is used to specify how the allocations are to be accumulated in the Account Balances file. Your options are:
Blank: Credits are accumulated as sources; debits are accumulated as uses.
- S
- This allocation is to be accumulated as a source.
- U
- This allocation is to be accumulated as a use.
- N
- This allocation is to be accumulated as neither.
- Sub Code
Upper case, up to 16 characters Scan available
If the Sub Type is ‘GL’, you must enter a Subsidiary Code so that postings can be made to the Subsidiary Codes files. Enter the subsidiary code to which the transaction is to be posted. The subsidiary code is only used if the Sub Type is ‘GL’.
The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:
Press ENTER to display system-supplied information and then press ENTER again to continue to the next screen.
Select the Previous Image option to go back to the Allocation Accounts screen. Select the Next Record option to go the next Receiving Allocation Accounts record. Select the End option to go to the next Allocation Accounts record.
At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Receiving Allocation Accounts file.
The screen below presents additional information about Receiving Allocation Accounts.
Initial Setup Receiving Account Ratio Method screen
When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing.
Data items for the preceding screen are described below:
- Numerator Start Account
Upper case, up to 12 characters Required
For the ratio method, begin defining the ratio that will be multiplied by the balance in the account on the header screen. The result will be distributed to the “To Account” defined above. This ratio is composed of a range of accounts from the Chart of Accounts or Unit Accounts files. The balances for these accounts are summed to compute the numerator and denominator. The ratio that results is used as the multiplier.
Define the first account in the range for the numerator. This field is only used for a ratio type of allocation. The system displays the description so that you can verify your entry.
- Numerator End Account
Upper case, up to 12 characters Required
Define the last account in the range for the numerator. This field is only used for a ratio type of allocation. The system displays the description so that you can verify your entry.
- Numerator Unit Type
Upper case, up to 12 characters Scan available
If this account is in the Unit Balances file, enter a valid unit type. This field is only used for a ratio type of allocation. The system displays the description Os that you can verify your entry.
- Numerator Start Main Account
Upper case, up to 10 characters
Define the low value for the first component of the account if you want only certain first components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
- Numerator End Main Account
Upper case, up to 10 characters
Define the high value for the first component of the account if you want only certain first components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
- Numerator Start Sub Account
Upper case, up to 10 characters
Define the low value for the second component of the account if you want only certain second components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
- Numerator End Sub Account
Upper case, up to 10 characters
Define the high value for the second component of the account if you want only certain second components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
- Numerator Start Division
Upper case, up to 10 characters
Define the low value for the third component of the account if you want only certain third components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
- Numerator End Division
Upper case, up to 10 characters
Define the high value for the third component of the account if you want only certain third components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
- Numerator Start Branch
Upper case, up to 10 characters
Define the low value for the fourth component of the account if you want only certain fourth components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
- Numerator End Branch
Upper case, up to 10 characters
Define the high value for the fourth component of the account if you want only certain fourth components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
- Denominator Start Account
Upper case, up to 12 characters Required
Define the first account in the range for the denominator. This field is only used for a ratio type of allocation. The system displays the description so that you can verify your entry.
- Denominator End Account
Upper case, up to 12 characters Required
Define the last account in the range for the denominator. This field is only used for a ratio type of allocation. The system displays the description so that you can verify your entry.
- Denominator Unit Type
Alphanumeric, up to 12 characters Scan available
If this account is in the Unit Balances file, enter a valid unit type. This field is only used for a ratio type of allocation. The system displays the description so that you can verify your entry.
- Denominator Start Main Account
Upper case, up to 10 characters
Define the low value for the first component of the account if you want only certain first components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
- Denominator End Main Account
Upper case, up to 10 characters
Define the high value for the first component of the account if you want only certain first components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
- Denominator Start Sub Account
Upper case, up to 10 characters
Define the low value for the second component of the account if you want only certain second components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
- Denominator End Sub Account
Upper case, up to 10 characters
Define the high value for the second component of the account if you want only certain second components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
- Denominator Start Division
Upper case, up to 10 characters
Define the low value for the third component of the account if you want only certain third components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
- Denominator End Division
Upper case, up to 10 characters
Define the high value for the third component of the account if you want only certain third components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
- Denominator Start Branch
Upper case, up to 10 characters
Define the low value for the fourth component of the account if you want only certain fourth components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
- Denominator End Branch
Upper case, up to 10 characters
Define the high value for the fourth component of the account if you want only certain fourth components included in the account range entered above. This field may be left blank. This field is only used for a ratio type of allocation.
The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:
Press ENTER to display system-supplied information and then press ENTER again to save the information on this screen.
Select the Previous Image option to go back to the Allocation Accounts screen. Select the Next Record option to go to the next Receiving Allocation Accounts record. Select the End option to go the next Allocation Accounts record.
At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Receiving Allocation Accounts file.