Allocation Processing

• Company group (field GRPSOC)

Enter or select a company or a group of companies to limit the generation of journals in the balance sheet or the result of a given company or group of companies.  

• Ledger type (field LEDTYP)

Use this field to define the ledger type concerned by the journal balance. In this function, only Manual ledgers can be accessed.

You can read the balance on the selected ledger and balance the account for that ledger type.The propagation then initializes the accounts for the non automatic and non prohibited ledger types. This initialization process is based on the entry type setup and account setup.

The propagated amount is the one calculated on the main general ledger in transaction currency. This amount is then converted into the currency of the propagated ledgers.

When generating the journal balance, the propagation depends on the selected entry type.

If the two entry types are not consistent, the balance process must be launched on each non-propagated manual ledger where the account needs to be balanced.

Examples

Selected ledger type = Social, Generation type = Actual

In this case, when generating the balance, the propagation is global.

Selected ledger type = Legal; Generation type = Actual

Here, the propagation is incomplete. The IAS ledger is not propagated.If you want to balance the account on the IAS ledger, relaunch the balance process for this ledger type using an entry type that only authorizes IAS ledgers.

For an automatic ledger type, the amounts in transaction currency are not calculated from the balance.

They are the same as the currency amounts calculated for the original manual ledger. The ledger amounts for the automatic ledger are calculated by converting its currency amounts according to the journal entry rates.

• Company (field CPY)

Enter the company code or use the Look up tool to search for and select the code.

• Allocation (field DIA)

Enter the name of an allocation setup that was defined in Dimension structures.

• Site (field SITE)

This code is used to identify the site concerned. It is unique for each site.

• All users (field ALLUSR)

Select this check box to include all users. To run this process for a single user group, leave clear.

The current user will be used if the user/group code is blank.

• User (field USR)

If a user code is entered in this field, the process only includes accounting documents entered by the user. If left blank, only accounting documents for the current user are included.

• Starting allocation period (field STRDAT)

The period to be distributed is the period taken into account to calculate the amounts to be distributed.

On a dimension defined as the dimension to be distributed in the distribution structure, the program sums up all the postings completed over the period defined by this field. This total represents the amount to be distributed for this dimension.

When these dates correspond to the exact fiscal year period start and end dates, the generated journal entries are identical whether Processing based on balances is selected or not. See the limitations when the allocation has multiple lines.

By default the range for this period is that of the current financial year.

• Ending allocation period (field ENDDAT)

• Starting calculation period (field STRDAT2)

This field is only used for the allocation structures that use the following distribution types: Calculated amount or Calculated Quantity.
It corresponds to the reference period used in the calculation of the distribution coefficients. The purpose of these distribution types is to distribute the balance (in amount) or the quantity (in non-financial units) of each selected dimension into all the other dimensions in proportion to the postings of the selected dimensions on a distribution nature.
The purpose of the Calculation period is to:

• Select only the postings for a given period.
• Calculate the distribution coefficients related to this period.

For example:
For an "Administration" dimension to which advertising expenses have been posted (expense type to distribute: "advertising") from 01/01/07 to 31/01/07 for a value of EUR 5,000.
The aim is to distribute these expenses into the other departments in proportion to their sales (distribution nature: "Sales") recorded for the period ranging from 01/01/07 to 31/12/07.

The allocation period ranges from 01/01/07 to 31/01/07. The coefficient calculation period range from 01/01/07 to 31/12/07.

The advertising expenses posted to the "Administration" dimension are distributed into the Departments 1 and 2 in proportion to the sales achieved by these two departments over a period which ranges from 01/01/07 to 31/12/07. The distribution coefficients are calculated over this period.
The range of the coefficient calculation period matches the definition of accounting periods. It is possible to define a coefficient calculation period over multiple accounting periods of the same fiscal year. In that case, the range of these periods must be respectively the start date of the first accounting period and the end date of the last accounting period.
 By default, the range for this period is that of the current fiscal year.

• Ending calculation period (field ENDDAT2)

• Generation type (field GENCAT)

Select the generation type:

• Actual: The actual accounting document can always be viewed and printed (general ledger, balance etc.).
• Active simulation or Inactive simulation: A simulated journal, once activated, is also integrated to the inquiry and print screens.

• Entry status (field GENSIM)

When the generation type is Actual, you also need to select:

• Temporary
• Final

• Transaction (field DACDIA)

The entry transaction must be selected before starting the journal entry .
The action Transaction, accessible by the menu Display/Choose the transaction, opens a selection window with the various entry transactions.
After selecting a transaction, only the documents entered via this transaction are displayed in the Selection list, provided that the transaction setup authorizes it.

 According to the selected transaction, you have the option create, modify, or view a journal.

 "Tab" transaction types do not allow for the creation or modification of journals.

The Transaction field is initialized according to the entry transaction selected.

Four standard transactions are delivered:

• Standard tab (STD): This is only for inquiry and used to view all propagated, manual, and automatic ledgers.
• Standard column (STDCO): This entry transaction is used when the transaction is not specified in the automatic journal. This transaction is used to create, modify, and view any journal from a transaction in column.
• Standard line (STDLI): This is a transaction that has the same properties as the transaction in column but is not used as transaction by default for the automatic journals.
• Customized column and line: Only the journals created from the same transactions are viewable.

A journal can only be viewed by means of:

• The transaction used to create it.
• The adapted generic transaction (specified in the Column Entry Transaction and Line Entry Transaction) parameters.

 A default entry transaction can be added to the user favorites.

• Entry type (field GENTYP)

Enter the type of analytical journal to be generated.
 Refer to the documentation on the document types for further details.

• Journal (field GENJOU)

This is the posting journal of the generated document. It must be consistent with the document type.
 Any recalculation of the same allocation structure, for the same period or a period different from that of the initial calculation, cancels the active simulation documents created during the first calculation and generates either new active simulation documents or actual documents depending on the generation type chosen.
The analytical journal entered is the journal where the postings generated by the calculation of the structures are recorded.
 Refer to the documentation on the accounting documents for further details.

 Journal codes can apply to a specific company, a specific site, or a specific group. This information is defined when the journal code is created but the selection window for this field (using the selection tool) does not take this into account. These controls are applied when you select or confirm the journal code. You can amend the journal code if an error message warns that it is invalid.

• Entry date (field GENDAT)

Posting date of the generated entries.

• Entry description (field GENLIB)

Entering a value to enable the header description for the journal postings.

• Log file (field TRC)

Select this check box to generate a log file.

• Memo code (field CODE)

You use a memo code to save the criteria applied to an entry screen. Use this field to find out if a memo code has already been saved for the current screen values.

Use the following buttons to manage memos:

Recall: Recall a previously defined and saved memo.

Memo: Save the current values of the screen in a memo file with a code to be specified.

Del. Memo: Delete a previously saved memo.

If a memo named STD (standard) is associated with the screen, it is loaded when opening the function.