Using Allocations

Allocations are used to divide a row in a journal entry, disbursement, voucher, or receipt among different agencies, branches, departments, or profit centers. See Add an Allocation Method and Add an Allocation Structure Grouping for instructions on configuring allocations.

Use the Allocation Entries Report to view details for available allocation methods and allocation structure groupings before making a selection.

Applying Allocations in the General Ledger

When you click the Get Allocation link label from any of the areas listed below, the Get Allocation window displays.

1. Optionally select a structure grouping from the dropdown menu. If the method you are going to select has values entered as percentages, do not select a structure grouping. Click here for more information about using allocation methods with structure groupings.
2. Select an allocation method from the dropdown menu.
3. Click Preview to see how the amount will be allocated.
4. Click Finish to confirm the allocation or Cancel to discard changes. If you click Finish, the rows created by the allocation are added to the journal entry/disbursement/voucher/receipt detail.

Note: The only allocation methods and structure groupings available from the Get Allocation window will be those that meet the following criteria:

• The user has security permissions for the structures included in the allocation.
• If a bank account has been selected, the agencies included in the allocation are associated to the bank account.
• The account associated to the item is associated to the structures included in the allocation.
• The structures included in the allocation are valid for the General Ledger account to which the line is applied.

Rows Created by Allocation

1. Rows that are created by allocation can be edited and deleted. However, this is not a typical workflow: ideally, the allocation should have been installed so that there would be no need to edit or delete rows. Once a row has been created, editing or deleting it will not affect the amounts of any other created rows. Therefore, it is important to note the following:
   • A row that has had its amount changed will still display as having been created by an allocation method.
   • Increasing or decreasing the amount of a row created by allocation will increase or decrease the total accordingly, changing the amount that was originally allocated.
2. Rows created by allocations store the allocation method and structure grouping used to create them. These columns do not display in the list by default, so to add them, you need to do the following:
   1. Click the Select Columns link label.
   2. Select Alloc Method and Alloc Struct Group (if a structure group was used).
   3. Click OK.
3. If there is any information you want to repeat in every row created by an allocation, such as a General Ledger schedule, it is advisable to enter that information before clicking Get Allocation so you do not have to edit each individual row after it is created.
4. If a journal entry is indicated to be an auto-reversing entry and the original journal entry had rows created using allocations, the reversing entries will also store the allocation method and structure grouping (if applicable).
5. If rows created by allocations exist on a journal entry, disbursement, or voucher that is voided, the void entry will also store the allocation method and structure grouping (if applicable).
6. Because allocation methods and structure groupings continue to be stored on the rows they create, making drastic changes to an allocation method or structure grouping is not recommended. If it is necessary to "repurpose" an allocation that has been used in the General Ledger, a better practice would be to delete that allocation method/structure grouping and create a new one. The information for the deleted allocation is still stored on the rows in the General Ledger.

Conditions for Applying Allocations

1. Allocations can be applied to rows in the Detail for the following:
   • Default/Recurring Journal Entries (other than bank account rows)
   • Default/Recurring Vouchers (other than voucher payable rows)
   • Default/Recurring Disbursements (other than bank account rows)
   • Journal Entries (other than bank account rows)
   • Disbursements (only rows applied to the general ledger)
   • Vouchers (only rows applied to the general ledger)
   • Receipts (only rows applied to the general ledger)
2. An amount and General Ledger account are required in order to apply an allocation.
3. Allocations can only be applied when you add a new row. If a row was mistakenly created without allocating and an allocation should be applied, you will need to delete the row and re-enter it to apply the allocation.