Allocation Structures
Use this function to define the dimensional allocation setup to reallocate expenses or revenues whose final allocation criteria were not known at the time of the transaction. You can define rules to reallocate analytical amounts and/or quantities already entered on analytical accounts and dimensions to another dimension and optionally a different account.
After defining the setup, use the Dimensional allocations function (CPTDSPANA) to reallocate amounts. You can run the process on one of two calculation options:
- Based solely on analytical balances
- Based on journal entries and analytical balances
Examples of when you could need to reallocate previously entered amounts:
- The allocation of overhead expenses that cannot be posted directly to a dimension specified upon entry.
- The allocation of indirect expenses while keeping the original information on their type and global amount.
Allocations are performed within a dimension type.
Prerequisite
Refer to documentation Implementation
Screen management
Entry screen
Presentation
The main allocation setup is defined in a single table where each line specifies unique allocation criteria and terms. You can define a single structure for all terms of a secondary allocation.
The allocation structure criteria and terms are mainly characterized by:
- The amount to allocate
- The allocation calculation
- The destination dimension(s)
The order of the lines determines the allocation order.
Amount to allocate
This amount is determined by crossing, on a given dimension type:
- The dimension(s) to allocate
- The type(s) to allocate
The type(s)/dimension(s) combination corresponds to the entered posting. It is also possible to allocate only part of the total amount, depending on the defined percentage.
Original and destination accounts
It is possible to provide the analytical posting generated by calculating the allocation structure with a specific account to distinguish each dimension (original and destination dimension) from the original accounts (corresponding to a direct posting) and the allocation accounts (corresponding to a secondary allocation).
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Fields
The following fields are present on this tab :
Header
| This field displays the code for the current ledger. |
| The basic identification key for the distribution structure in the table is its code, which is based on one to ten alphanumeric characters. By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user.
A user who logs on with this language will view the short description, long description or column header in their connection language if a translation exists. Otherwise, these descriptions will be available in the folder language.
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| The title is used by default in the printouts and entry masks. |
| The short description replaces the standard description when display or print constraints require it. By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user.
A user who logs on with this language will view the short description, long description or column header in their connection language if a translation exists. Otherwise, these descriptions will be available in the folder language.
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Identification
| Enter start and end dates to limit when the allocation setup can be used. |
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| This access code is used to restrict the access to the allocation setup according to the user profile. If this field is assigned, only the users who have this access code in their profile can modify or use this setup. According to the rights granted, the following operations are possible:
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| Select this check box to run the dimension allocation process (CPTDSPANA) and calculate amounts to reallocate based on the analytical balances only. In that case, the Starting allocation and Ending allocation periods align with the start and end dates for fiscal year periods. If this check box is not selected, the process runs on journal entries and analytical balances. See the limitations when the allocation has multiple lines. |
Grid Setup
| The allocation type controls the calculation method for the amount that will be posted to the destination dimension(s). This amount can be:
Three allocation types are suggested: 1. Entered For example:
2. Calculated (Amt) For example:
3. Calculated (Qty) For example:
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| Enter the analytical dimension view related to this allocation setup. | |
| Enter the dimension to be allocated, which will be closed by the allocation. | |
| Enter the chart of accounts for the account to distribute. This chart of accounts is linked to the current ledger. | |
| Enter the account to distribute, which is the account that will be closed by the distribution. You can use the * and ? wildcards to distribute several accounts in succession. If all the accounts of the dimension to distribute need to be closed, this field should be left empty. The * wildcard alone means that all types are included by the distribution. | |
| Specify the percentage (from 0 to 100%) of the amount (quantity) to be allocated. | |
| For a "Calculated" Distribution type, enter the distribution account. | |
| For an "Entered" Distribution type, enter the distribution non-financial unit. This non-financial unit will be used as the basis for the prorate distribution calculation to the receiving dimensions. | |
| The distribution group is an entered distribution key, which is a list of analytical dimensions with coefficients. In a group, the distribution percentage in each account can be specified. Otherwise the distribution will be carried out equally to each account. | |
| The amounts to be allocated are assigned to the receiving dimensions in proportion to the non-financial unit or the allocation account. At the analytical entry level, the receiving dimensions are the counterpart of the dimensions to be closed. Only the dimensions that correspond to the template indicated here will "receive" the analytical allocation. For example, X* for the dimensions starting with X. The wildcards * and ? can be used. | |
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Option
| If this check box is selected: During the allocation, only the dimensions of the dimension type to be distributed are entered. If this check box is not selected: During the allocation, the sections of the other displayed dimension types are entered on the entry lines generated. |
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Specific Buttons
Limitations
Multiple allocation lines
When an allocation setup is defined with several lines and allocation rules, these lines are independent from one another when Processing based on balances is not selected:
- The reallocation journal entries generated by the upper lines are not taken into account by the subsequent allocation lines when amounts to reallocate are calculated.
- The Dimensional allocation (CPTDSPANA) process excludes all the journal entries that have been generated by the allocation code in process from amounts to reallocate.
If the Processing based on balances check box is selected, when the reallocation journal entries are created, the analytical balance is automatically updated and it is no longer possible to identify the original amounts from the reallocated amount from previous lines.
Distribution allocation is run on a manual ledger type linked to an automatic ledger type
Whether the Processing based on balances check box is selected or not, the following case is not managed:
- The amount to allocate, in the document transaction currency, is different from zero.
- In the manual reallocated ledger type, the amounts in document currency and ledger currency have a given sign.
- In the automatic ledger, the sign of the ledger amount is the reverse of the one in the linked reallocated ledger type.
The reallocation process then generates journal entries where the sign of the ledger amounts is wrong on the automatic ledger.
The KRU - Russian legislation activity code must be active to use the double-entry method for a company.