Running of Allocations: Process Activity

In this activity, you will learn how to run allocations. You will also learn how to review and release the generated batches.

Story

Suppose that as an accountant of the SweetLife company, you need to distribute advertising expenses, salaries for the Finance department, rent expenses, and Christmas bonuses according to the allocation rules created in the system.

Acting as the accountant, you need to run allocations, and then release the generated batches.

Configuration Overview

For the purposes of this activity, the Subaccounts feature has been enabled on the Enable/Disable Features (CS100000) form. On the Segmented Keys (CS202000) form, the SUBACCOUNT segmented key has been defined according to the company's business needs. For details, see Subaccounts: Implementation Activity.

On the Journal Transactions (GL301000) form, the transaction with salaries has been posted, as described in Transactions with Subaccounts: Process Activity.

On the Budgets (GL302010) form, the budget for the HEADOFFICE branch has been uploaded and released, as described in Conversion of a Simple Budget into a Hierarchical Budget: Process Activity.

On the Allocations (GL204500) form, the Allocate Source Accounts Separately check box has been cleared.

On the Allocations form, the allocation rules have been created in the system, as described in the following activities:

Process Overview

To automatically distribute amounts according to the rule, you will first run the necessary allocations on the Run Allocations (GL504500) form. The system will generate GL batches, which you will then release on the Journal Transactions (GL301000) form.

System Preparation

To prepare the system, in a tenant with the U100 dataset preloaded, do the following:

  1. Sign in to the tenant with the pasic username and the 123 password.
  2. In the info area, in the upper-right corner of the top pane of the MYOB Advanced screen, make sure that the business date in your system is set to 1/30/2023. If a different date is displayed, click the Business Date menu button and select 1/30/2023. For simplicity, in this activity, you will create and process all documents in the system on this business date.
  3. On the Company and Branch Selection menu, also on the top pane of the MYOB Advanced screen, make sure that the SweetLife Head Office and Wholesale Center branch is selected. If it is not selected, click the Company and Branch Selection menu button to view the list of branches that you have access to, and then click SweetLife Head Office and Wholesale Center.

Step 1: Posting Transactions for Allocations

To post transactions for allocations, do the following:

  1. Open the Journal Transactions (GL301000) form, and on the form toolbar, click Add New Record to create a document.
    Tip: To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New right of the title.
  2. In the Summary area, specify the following settings:
    • Branch: HEADOFFICE
    • Ledger: HEADCOUNT
    • Transaction Date: 1/30/2023
    • Post Period: 01-2023 (inserted by default)
    • Description: Head Count for Jan 2023
  3. On the table toolbar, click Load Records from File, and in the File Upload dialog box, which opens, select the GL_Batch_HEADCOUNT_012023.xlsx file. Click Upload.
  4. In the dialog box that opens, leave the default settings and click OK.
  5. In the wizard that opens, leave all the default settings, and map the columns as the system suggests, and click OK.
  6. On the form toolbar, click Remove Hold.
  7. On the form toolbar, click Release.

You have uploaded the head count to the statistical ledger.

Step 2: Running the Allocations

To run the allocations that you previously created, do the following:

  1. Open the Run Allocations (GL504500) form.
  2. In the Allocation Date box of the Selection area, make sure that 1/30/2023 is selected.

    The period of the selected date is inserted in the Post Period box. These settings represent the date and period of the allocation batches to be generated.

  3. On the form toolbar, click Process All.

    The Processing dialog box opens.

  4. After the process is complete, in the dialog box, click Processed.

    In the table, which appears in the dialog box, in the Last Batch column, notice that the allocation batches have been generated for the rules.

  5. Close the dialog box.

The system has generated allocation transactions that have the On Hold status.

Step 3: Reviewing and Releasing the First Allocation Batch

To review and release the first allocation batch you have generated, do the following:

  1. While you are still on the Run Allocations (GL504500) form, click the batch number in the Last Batch column for the Advertising expenses allocation rule.

    The Journal Transactions (GL301000) form opens with the generated allocation batch.

  2. In the table, notice that the amount has been allocated according to the allocation rule.
  3. On the form toolbar, click Remove Hold.
  4. On the form toolbar, click Release to release the batch.

Step 4: Reviewing and Releasing the Second Allocation Batch

To review and release the second allocation batch you have generated, do the following:

  1. While you are still on the Run Allocations (GL504500) form, click the batch number in the Last Batch column for the Salaries for the Finance department allocation rule.

    The Journal Transactions (GL301000) form opens with the generated allocation batch.

  2. In the table, notice that the amount has been allocated according to the allocation rule.
  3. On the form toolbar, click Remove Hold.
  4. On the form toolbar, click Release to release the batch.

Step 5: Reviewing and Releasing the Third Allocation Batch

To review and release the third allocation batch you have generated, do the following:

  1. Open the Allocations (GL204500) form.
  2. In the Allocation ID box of the Summary area, select the identifier of the Rent expenses allocation rule.
  3. On the Allocation History tab, notice that one GL batch has been generated for the rule and that it has the On Hold status.
  4. In the Batch Number column, click the link.

    The Journal Transactions (GL301000) form opens with the generated allocation batch.

  5. On the form toolbar, click Remove Hold.
  6. On the form toolbar, click Release to release the batch.

Step 6: Reviewing and Releasing the Fourth Allocation Batch

To review and release the fourth allocation batch you have generated, do the following:

  1. Open the Allocations (GL204500) form.
  2. In the Allocation ID box of the Summary area, select the identifier of the Christmas bonus allocation rule.
  3. On the Allocation History tab, notice that one GL batch has been generated for the rule and that it has the On Hold status.
  4. In the Batch Number column, click the link.

    The Journal Transactions (GL301000) form opens with the generated allocation batch.

  5. On the form toolbar, click Remove Hold.
  6. On the form toolbar, click Release to release the batch.

You have run the allocation rules and released the allocation batches.