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

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

• On the Companies (CS101500) form, the SWEETLIFE company has been defined.
• On the Branches (CS102000) form, the HEADOFFICE branch of the SWEETLIFE company has been created.
• On the Ledgers (GL201500) form, the HEADCOUNT ledger has been defined.
• On the Segmented Keys (CS202000) form, the SUBACCOUNT segmented key has been created.
• On the Allocations (GL204500) form, the Allocate Source Accounts Separately check box has been cleared.

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

Before you begin performing the steps of this activity, do the following:

1. Launch the MYOB Acumatica website with the U100 dataset preloaded, and sign in as an accountant Nenad Pasic by using the pasic username and the 123 password.
2. In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, make sure that the business date in your system is set to 1/30/2024. If a different date is displayed, click the Business Date menu button and select 1/30/2024. 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 on the top pane of the MYOB Acumatica 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.
4. Make sure that you have completed the following prerequisite activity to perform the needed configuration of subaccounts: Subaccounts: Implementation Activity.
5. Make sure that you have performed the following prerequisite activity to post the transaction with salaries: Transactions with Subaccounts: Process Activity.
6. Make sure that you have performed the following prerequisite activity to upload and release the budget for the HEADOFFICE branch: Conversion of a Simple Budget to a Hierarchical Budget: Process Activity.
7. On the Allocations (GL204500) form, make sure that you have performed the following prerequisite activities to create allocation rules in the system:
   • Allocation Rules: To Create an Allocation Rule That Uses a Fixed Ratio (Weight)
   • Allocation Rules: To Create an Allocation Rule That Uses a Fixed Ratio (Percentage)
   • Allocation Rules: To Create an Allocation Rule That Uses a Dynamic Ratio of the Period-to-Date Account Balances
   • Allocation Rules: To Create an Allocation Rule Based on Budget Data

Step 1: Posting Transactions for Allocations

To post transactions for allocations, do the following:

1. On the Journal Transactions (GL301000) form, create a new transaction.
2. In the Summary area, specify the following settings:
   • Branch: HEADOFFICE
   • Ledger: HEADCOUNT
   • Transaction Date: 1/30/2024
   • Post Period: 01-2024 (inserted by default)
   • Description: Head Count for Jan 2024
3. On the table toolbar, click Load Records from File, and in the File Upload dialog box, which opens, select the GL_Batch_HEADCOUNT_012024.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, 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 1/30/2024 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 processing has completed, in the dialog box, click Processed.

   In the table that 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 that 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 that 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 that 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 that 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.