Option 6Allocation 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.

On the following pages, the three screens displayed by this function are shown.

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 at a fixed percentage to a given account. The “Fixed Amount” method allows a distribution for 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.

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.

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.

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

Upper case, 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.

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.

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.

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:

• EApplication Type Value is Not Valid
• ECannot have Sub Code With Blank Sub Type
• EItem Must Be Entered
• ENot on Subsidiary Codes by Account File
• MUse Option 18 to Create Subsidiary Code by Account Record
• WUnpredictable Results May Occur if Over/Under = Allocation Acct

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 accounts specified in the Allocations file.

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, use this entry to specify how the amounts are to be accumulated in the Account Balances file. Blank (‘ ‘) is a valid entry.

Blank: Credits are accumulated as sources; debits are accumulated as uses.

S

This transaction is to be accumulated as a source.

U

This transaction is to be accumulated as a use.

N

This transaction is to be accumulated as a 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 fields, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and messages (M) that may result are shown below:

• EA Fixed Amount Cannot Be Entered for Method 1
• EA Fixed Amount Must Be Entered for Method 2
• EAllocation % Cannot Be Entered for Method 3
• EAn Allocation % Cannot Be Entered for Method 2
• EAn Allocation % Must Be Entered for Method 1
• EApplication Type Value is Not Valid
• ECannot Have Sub Code With Blank Sub Type
• EFixed Amount Cannot Be Entered for Method 3
• EItem Must Be Entered
• ENot on subsidiary Codes by Account File
• MUse Option 18 to Create Subsidiary Code by Account Record

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 to 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.

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

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.

Numerator Start/End Main Account

Upper case, up to 10 characters

Define the low and high values 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/End Sub Account

Upper case, up to 10 characters

Define the low and high values 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/End Division

Upper case, up to 10 characters

Define the low and high values 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/End Branch

Upper case, up to 10 characters

Define the low and high values 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/End Main Account

Upper case, up to 10 characters

Define the low and high values 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/End Sub Account

Upper case, up to 10 characters

Define the low and high values 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/End Division

Upper case, up to 10 characters

Define the low and high values 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/End Branch

Upper case, up to 10 characters

Define the low and high values 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 found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:

• EEnd Account Must Be Grater or Equal to Start Account
• EEnd Component Must be Greater or Equal to Start Component
• WEnd Account Not in Chart of Accounts File
• WStart Account Not in Chart of Accounts File
• WUnit Type/End Account Not in Unit Accounts File
• WUnit Type/Start Account Not in Unit Accounts File

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 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.