Allocation Rules

Form ID: (PM207500)

You can use this form to define the rules to be used for the allocation of transactions.

Form Toolbar

The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar and More Menu.

Summary Area

By using the elements in this area, you can specify the settings for a new rule or select an existing rule to view or modify its details.


Element	Description
Allocation Rule	The unique identifier of the allocation rule.
Description	The description of the allocation rule.

Left Pane

By using the left pane, you can define the sequence of steps for the selected allocation rule. You then define the actual calculation rules and allocation settings for each step by using the tabs in the right pane.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table 1. Table Columns
Column	Description
Step ID	The identifier of the step in the allocation rule.
Description	The description of the step.

Right Pane: Calculation Rules Tab

In the right pane, for the step selected in the left pane, you can specify which transactions to use as the base of allocation (on the Calculation Rules tab) and how to generate the resulting transactions (on the Allocation Settings tab).

Table 2. Calculation Rules Tab Elements
Element	Description
Allocation Method	The method to be used for allocation. The following options are available: Allocate Transactions: The system calculates the amount to allocate by using the underlying transactions and their amounts. Allocate Budget: The system calculates the amount to allocate as a percentage of the task budget, while any other amounts are ignored and not used in calculations.
Create Allocation Transaction	A check box that indicates (if selected) that the system should create the allocation transactions resulting from this step. If the check box is cleared, the resulting transactions are placed on a clipboard until they are used by another allocation step.
Selection Criteria section
Select Transactions	The way the system should select the transactions to be used as the basis for generating allocation transactions in this step. You can select one of the following options: Not Allocated Transactions: The step will be applied to original project-related transactions that were not allocated yet. If you select this option, the Account Group From and Account Group To boxes become available. From Previous Allocation Steps: The step will be applied to the transactions generated for previous steps and placed to the clipboard. If you select this option, the Range Start and Range End boxes become available.
Branch	The branch of project transactions to be allocated. Only the project transactions associated with the selected branch will be involved in this allocation step. This box is available only if the Not Allocated Transactions option is selected in the Select Transactions box.
Account Group From	The account group that starts the range of account groups whose transactions are involved in this allocation step. (The account groups are ordered alphabetically.) This box is available only if the Not Allocated Transactions option is selected in the Select Transactions box.
Account Group To	The account group that ends the range of account groups involved in this allocation step. (The groups are ordered alphabetically.) This box is available only if the Not Allocated Transactions option is selected in the Select Transactions box.
Range Start	The starting step opening the range of previous steps whose allocation transactions will be used by the current step. This box is available only if the From Previous Allocation Steps option is selected in the Select Transactions box.
Range End	The step to end the range of previous steps whose allocation transactions will be used by the current step. This box is available only if the From Previous Allocation Steps option is selected in the Select Transactions box.
Rate Settings section
Rate Type	The rate type to be used for this step of the allocation rule.
If @Rate Is Not Defined	The default action to be performed if the value for the @Rate has not been defined after execution of the step. Select one of the following: Set @Rate to 1: To set @Rate to 1 Set @Rate to 0: To set @Rate to 0 Raise Error: To show the error message and stop processing Do not Allocate: To skip the generation of the allocation transactions
Calculation Settings section
Quantity Formula	The formula to be used in this step for calculating the quantity for allocation transactions. To enter the formula, click the magnifier button; this opens the Formula Editor dialog box. For more information on working with formulas in the Formula Editor dialog box, see Formulas in Inquiry Results: General Information. For the list of parameters and objects you can use in the formula, see Formulas and Parameters in Billing Rules. In addition to the quantities specified in the underlying transactions, you can use any other transaction parameters to calculate the quantity. The resulting value is normally used to track task or project completion or the total quantity for the task or project.
Billable Qty. Formula	The formula for calculating the billable quantity for allocation transactions. To enter the formula, click the magnifier button; this opens the Formula Editor dialog box. For more information on working with formulas in the Formula Editor dialog box, see Formulas in Inquiry Results: General Information. For the list of parameters and objects you can use in the formula, see Formulas and Parameters in Billing Rules. In addition to the quantities specified in the underlying transactions, you can use any other transaction parameters to calculate the billable quantity. Generally, you use this box to define the quantity for which you will charge the customer during billing.
Amount Formula	The formula for calculating the amount of allocation transactions. To enter the formula, click the magnifier button; this opens the Formula Editor dialog box. For more information on working with formulas in the Formula Editor dialog box, see Formulas in Inquiry Results: General Information. For the list of parameters and objects you can use in the formula, see Formulas and Parameters in Billing Rules. In addition to the amount specified in the underlying transactions, you can use any other transaction parameters to calculate the amount. The resulting value is normally used to track task or project completion or the amount for the task or project.
Description Formula	The formula to be used to generate the descriptions for allocation transactions. To enter the formula, click the magnifier button; this opens the Formula Editor dialog box. For more information on working with formulas in the Formula Editor dialog box, see Formulas in Inquiry Results: General Information. For the list of parameters and objects you can use in the formula, see Formulas and Parameters in Billing Rules. If you use this step of the allocation rule to accumulate billable amounts, the text the formula generates will be included in the invoice during billing.

Right Pane: Allocation Settings Tab

On this tab, for the step selected in the left pane, you can specify how to allocate the project amounts to specific accounts and account groups.

Table 3. Allocation Settings Tab Elements
Element	Description
Transaction Options section
Post Transaction to GL	A check box that you select to indicate that the allocation transactions should be posted to the general ledger. If this check box is not selected, the transactions are not posted to the general ledger (they are used only to track analytical or statistical information for projects); in this case, you can specify only account groups (not accounts) in the Debit and Credit boxes.
Date Source	An option that indicates how the date for the allocation transactions is defined. You can select one of the following options: Original Transaction: To use the date from the original transaction as the date for the allocation transactions. The financial period of the allocation transactions is determined based on the branch of the allocation transactions and the master financial period of the original transaction. Allocation Date: To use the date of the allocation as the date for the allocation transactions. The financial period of the allocation transactions is determined based on the date of the allocation and the branch of the allocation transactions.
Can Be Used as a Source in Another Allocation	A check box that indicates (if selected) that the transactions allocated by this allocation rule could be used in subsequent allocations.
Create Transaction with Zero Qty.	A check box that indicates (if selected) that the system will create the allocation transaction even if it has a quantity of zero. As a result, these transactions will be available in the invoice after you run billing. If this check box is not selected, the system will not create transactions that have zero quantities.
Create Transaction with Zero Amount	A check box that indicates (if selected) that the system will create the allocation transaction even if it has an amount of zero. As a result, these transactions will be available in the invoice after you run billing. If this check box is not selected, the system will not create transactions that have zero amounts.
Allocate Non-Billable Transaction	A check box that indicates (if selected) that the system will create the allocation transaction even if it is non-billable. As a result, these transactions will be available in the invoice after you run billing. If this check box is not selected, the system will not allocate non-billable transactions.
Transaction Branch section
Branch	Boxes whose settings determine the branch to be specified for the allocation's project transactions. In the left box, you select the Use Source or Replace option. If you select Replace, the system uses the branch that you specify in the right box. If you select Use Source, the right box is left empty and is unavailable, and the system chooses the branch to select based on the allocation method of this allocation rule as follows: If the allocation rule uses the Allocate Transaction allocation method, the system uses the branch that is specified in the original transaction. If the allocation rule uses the Allocate Budget allocation method, the system specifies the branch in the created allocation transaction by using the following priority: The system specifies the branch assigned to the project task. If the branch is not specified for the project task, the system specifies the branch assigned to the project. If the branch is not specified for the project, the system specifies the current working branch (under which the allocation is run).
Transaction Reversal section
Reverse Allocation	An option that indicates when the allocation transactions generated using this step of the allocation rule should be reversed. The following options are available: On AR Invoice Release: The allocation transaction is reversed immediately after the release of the invoice generated based on this allocation transaction. The financial period is determined based on the branch of the created transaction and the master financial period of the invoice. On AR Invoice Generation: The allocation transaction is reversed immediately after the billing procedure—that is, after the invoice is generated based on this allocation transaction. The financial period is determined based on the branch and the date of the created transaction. Never: The allocation transaction is never reversed.
Use Reversal Date from Original Transaction	A check box that indicates (if selected) that in the created allocation reversal transaction, the system will specify the date and the financial period of the allocation transaction being reversed. If this check box is cleared, the system will specify the allocation date as the date of the allocation reversal transaction. The financial period of the reversal transaction is determined based on the allocation date and the branch of the allocation transactions.
Debit Transaction section
Project	Boxes that you can use to select the project to be specified for the allocation's debit transactions. In the left box, you can select one of the following options: Use Source: To use the project that is specified in the original transaction Replace: To use the project that you specify in the right box Note: If X is specified in the right box, the system will specify empty project task in the lines of generated allocation transactions, regardless of the setting in the Task group of boxes in this section.
Task	Boxes that you can use to select the task to be specified for the allocation's debit transactions. In the left box, you can select one of the following options: Use Source: To use the task that is specified in the original transaction. Replace: To use the task that you specify in the right box. You can enter the identifier of a project task manually even if you have not selected a particular project in the rightmost Project box. Note: If Replace with X is specified in the Project group of boxes of this section, the system will specify empty project task in the lines of generated allocation transactions, regardless of the setting in the Task group of boxes.
Account Group	Boxes that you can use to select the account group to be used for the allocation's debit transactions. Note: These boxes are unavailable when the Post Transaction to GL check box (Transaction Options section) is selected for the current allocation step. In the left box, you can select one of the following options: Use Source: To use the account group that is specified in the original transaction Replace: To use the account group that you specify in the right box
Account Origin	Boxes that you can use to select the account to be used for the allocation's debit transactions. Note: These boxes are available only if the Post Transaction to GL check box (Transaction Options section) is selected for the current allocation step. In the left box, you can select one of the following options: Use Source: To use the account that is specified in the original transaction. Replace: To use the account that you specify in the right box. (In the right box, you can select only an account that is included in an account group.) Credit Source: To have the system generate an allocation transaction that debits the credit account of the underlying (source) transaction.
Subaccount	Boxes that you can use to select the subaccount to be used for the allocation's debit transactions. Note: These boxes are available only if the Post Transaction to GL check box (Transaction Options section) is selected for the current allocation step. In the left box, you specify the subaccount mask to be used to generate subaccounts for this step. To specify the mask, for each segment, type the character that represents the source of the segment values (repeating the character as many times as there are positions in the segment), which can be one of the following values: A: To use the subaccount that you specify in the right box for the current allocation step. The right box is available if A is specified for at least one segment. C: To use the default cost subaccount of the project. D: To use the default cost subaccount of the project task, which is defined in the Default Cost Subaccount box on the Summary tab of the Project Tasks form. J: To use the default sales subaccount of the project. S: To use the subaccount from the source transaction. T: To use the default sales subaccount of the project task, which is defined in the Default Sales Subaccount box on the Summary tab of the Project Tasks form.
Credit Transaction section
Project	Boxes that you can use to select the project to be specified for the allocation's credit transactions. In the left box, you can select one of the following options: Use Source: To use the project that is specified in the original transaction Replace: To use the project that you specify in the right box Note: If X is specified in the right box, the system will specify empty project task in the lines of generated allocation transactions, regardless of the setting in the Task group of boxes in this section.
Task	Boxes that you can use to select the task to be specified for the allocation's credit transactions. In the left box, you can select one of the following options: Use Source: To use the task that is specified in the original transaction. Replace: To use the task that you specify in the right box. You can enter the identifier of a project task manually even if you have not selected a particular project in the rightmost Project box. Note: If Replace with X is specified in the Project group of boxes of this section, the system will specify empty project task in the lines of generated allocation transactions, regardless of the setting in the Task group of boxes.
Account Group	Boxes that you can use to select the account group to be used for the allocation's credit transactions. Note: These boxes are available when the Post Transaction to GL check box (Transaction Options section) is cleared for the current allocation step. In the left box, you can select one of the following options: Use Source: To use the account group that is specified in the original transaction Replace: To use the account group that you specify in the right box
Account Origin	Boxes that you can use to select the account to be used for the allocation's credit transactions. Note: These boxes are available only if the Post Transaction to GL check box (Transaction Options section) is selected for the current allocation step. In the left box, you can select one of the following options: Use Source: To use the account specified in the original transaction. Replace: To use the account specified in the right box. (In the right box, you can select only an account that is included in an account group.) Debit Source: To generate an allocation transaction that credits the debit account of the underlying (source) transaction.
Subaccount	Boxes that you can use to select the subaccount to be used for the allocation's credit transactions. Note: These boxes are available only if the Post Transaction to GL check box (Transaction Options section) is selected for the current allocation step. Use the left box to specify the subaccount mask to be used to generate subaccounts for this step. To specify the mask, for each segment, type the character that represents the source of the segment values (repeating the character as many times as there are positions in the segment), which can be one of the following values: A: To use the subaccount that you specify in the right box for the current allocation step. The right box is available if A is specified for at least one segment. C: To use the default cost subaccount of the project. D: To use the default cost subaccount of the project task, which is defined in the Default Cost Subaccount box on the Summary tab of the Project Tasks form. J: To use the default sales subaccount of the project. S: To use the subaccount from the source transaction. T: To use the default sales subaccount of the project task, which is defined in the Default Sales Subaccount box on the Summary tab of the Project Tasks form.
Aggregate Transactions section This section includes a set of check boxes that control how the system breaks the underlying transactions into groups when it generates the corresponding project transactions. You can also group transactions by using multiple criteria. The system uses the description of one of the aggregated transactions as the description of an allocation transaction created based on a batch of aggregated transactions. For instance, if you apply grouping by employee and by item, the system first breaks the underlying transactions by employee and then combines the transactions within the groups by inventory item. The amount of each resulting transaction will be a sum of all transaction amounts in each subgroup.
By Date	A check box that you select to group the underlying transactions by date
By Employee	A check box that you select to combine the underlying transactions by employee
By Vendor	A check box that you select to combine the underlying transactions by vendor or customer
By Item	A check box that you select to combine the underlying transactions by inventory item