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.

Left Pane

By using the elements in this pane, you can specify the settings for a new rule. You can also select an existing rule to view or modify the sequence and specific settings of its allocation steps.


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

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

Table 1. Allocation Steps 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

On this tab, for the selected allocation step, you specify the method of allocation to be used and which transactions the system will use as the base of allocation.

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: Non-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 Non-Allocated Transactions option is selected in the Select Transactions box. This box is displayed only when the Multibranch Support feature or the Multicompany Support feature is enabled (or both features are enabled) on the Enable/Disable Features (CS100000) form.
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.) If you want to allocate the transactions posted to a single account group, specify this account group in this box, and leave the Account Group To box empty. This box is available only if the Non-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.) If you want to allocate the transactions posted to a single account group, leave this box empty, and specify the account group in the Account Group From box. This box is available only if the Non-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.
Calculation 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
Quantity Formula	The formula to be used in this step for calculating the quantity for allocation transactions. The resulting value is used to track task or project completion or the total quantity for the task or project. You enter the formula manually or click the Edit button to open 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. In addition to the quantities specified in the underlying transactions, you can use any other transaction parameters to calculate the quantity. Tip: For the list of parameters and objects you can use in the formula, see Formulas and Parameters in Billing Rules and Allocation Rules.
Billable Qty. Formula	The formula for calculating the billable quantity for allocation transactions. The resulting value defines the quantity for which you will charge the customer during billing. You enter the formula manually or click the Edit button to open 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. In addition to the quantities specified in the underlying transactions, you can use any other transaction parameters to calculate the billable quantity. Tip: For the list of parameters and objects you can use in the formula, see Formulas and Parameters in Billing Rules and Allocation Rules.
Amount Formula	The formula for calculating the amount of allocation transactions. The resulting value is used to track task or project completion or the amount for the task or project. You enter the formula manually or click the Edit button to open 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. In addition to the amount specified in the underlying transactions, you can use any other transaction parameters to calculate the amount. Tip: For the list of parameters and objects you can use in the formula, see Formulas and Parameters in Billing Rules and Allocation Rules.
Description Formula	The formula to be used to generate the descriptions for allocation transactions. You enter the formula manually or click the Edit button to open 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. 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. Tip: For the list of parameters and objects you can use in the formula, see Formulas and Parameters in Billing Rules and Allocation Rules.

Right Pane: Allocation Settings Tab

On this tab, for the step selected in the left pane, you 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 cleared, 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 Transaction and Credit Transaction sections of the tab.
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 0. 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 quantities of 0.
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 0. 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 amounts of 0.
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	The way the system determines the branch to be specified in the allocation transactions generated by the allocation rule. The following options are available: Replace: The system uses the branch specified in the Target Branch ID box. Use Source: The system selects the branch 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 as follows: 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). This box is displayed only when the Multibranch Support feature or the Multicompany Support feature is enabled (or both features are enabled) on the Enable/Disable Features (CS100000) form.
Replace Branch With	The branch to be specified for the allocation's project transactions. This box is available if Replace is selected in the Branch box.
Transaction Reversal section
Reverse Allocation	An option that indicates when the allocation transactions generated by 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	The way the system determines the project to be specified in the allocation transactions generated by the allocation rule. The following options are available: Use Source: The system uses the project that is specified in the original transaction. Replace: The system uses the project that you specify in the Replace Project With box.
Replace Project With	The project to be specified in the allocation transactions generated by the allocation rule. This box is available if Replace is selected in the Project box. Important: If the non-project code is specified in the box, the system will specify no project task in the lines of the generated allocation transactions, regardless of the setting in the Project Task group of boxes in this section.
Project Task	The way the system determines the project task to be specified in the allocation transactions generated by the allocation rule. The following options are available: Use Source: The system uses the project task that is specified in the original transaction. Replace: The system uses the project task that you specify in the Replace Task With box. You can enter the identifier of a project task manually even if you have not selected a particular project in the Project box.
Replace Task With	The project task to be specified in the allocation transactions generated by the allocation rule. This box is available if Replace is selected in the Project Task box. Important: If the non-project code is specified in the Replace Project With box, the system will specify no project task in the lines of the generated allocation transactions, regardless of the setting in this box.
Cost Code	The way the system determines the cost code to be specified in the allocation transactions generated by the allocation rule. The following options are available: Use Source: The system uses the cost code that is specified in the original transaction. Replace: The system uses the cost code that you specify in the Replace Cost Code With box. This box is shown only if the Cost Codes feature is enabled on the Enable/Disable Features (CS100000) form.
Replace Cost Code With	The cost code to be specified in the allocation transactions generated by the allocation rule. This box is available if Replace is selected in the Cost Code box. Important: If the non-project code is specified in the Replace Project With box, the system won’t insert a cost code in the lines of the generated allocation transactions, regardless of the setting in this box. This box is shown only if the Cost Codes feature is enabled on the Enable/Disable Features (CS100000) form.
Account Group	The way the system determines the debit account group to be specified in the allocation transactions generated by the allocation rule. The following options are available: Use Source: The system uses the account group that is specified in the original transaction. Replace: The system uses the account group that you specify in the Replace Account Group With box Important: This box appears only if the Post Transaction to GL check box (Transaction Options section) is cleared for the current allocation step.
Replace Account Group With	The account group to be specified as the debit account group in the allocation transactions generated by the allocation rule. This box is available if Replace is selected in the Account Group box. Important: This box appears only if the Post Transaction to GL check box (Transaction Options section) is cleared for the current allocation step.
Account Origin	The way the system determines the debit account to be specified in the allocation transactions generated by the allocation rule. The following options are available: Use Source: The system uses the debit account that is specified in the original transaction. Replace: The system uses the account that you specify in the Replace Account Origin With box. (In the Replace Account Origin With box, you can select only an account that is included in an account group.) Credit Source: The system uses the credit account that is specified in the original transaction. Important: This box appears only if the Post Transaction to GL check box (Transaction Options section) is selected for the current allocation step.
Replace Account Origin With	The account to be specified as the debit account in the allocation transactions generated by the allocation rule. In this box, you can select only an account that is included in an account group. This box is available if Replace is selected in the Account Origin box. Important: This box appears only if the Post Transaction to GL check box (Transaction Options section) is selected for the current allocation step.
Subaccount Mask	The subaccount mask to be used to generate the debit subaccount of the generated allocation transaction. 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). The following subaccount mask values are available: A: To use the subaccount that you specify in the Replace Subaccount With box for the current allocation step. 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 (PM302000) form. G: To use the credit subaccount from the source transaction. J: To use the default sales subaccount of the project. S: To use the debit 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 (PM302000) form. Important: This box appears only if the Post Transaction to GL check box (Transaction Options section) is selected for the current allocation step.
Replace Subaccount With	The debit subaccount to be specified in the allocation transactions generated by the allocation rule if the A subaccount mask is specified in the Subaccount Mask box as the source of the segment values. Important: This box appears only if the Post Transaction to GL check box (Transaction Options section) is selected for the current allocation step.
Credit Transaction section
Account Group	The way the system determines the credit account group to be specified in the allocation transactions generated by the allocation rule. The following options are available: Use Source: The system uses the account group that is specified in the original transaction. Replace: The system uses the account group that is specified in the Replace Account Group With box. Important: This box appears only if the Post Transaction to GL check box (Transaction Options section) is cleared for the current allocation step.
Replace Account Group With	The account group to be specified as the credit account group in the allocation transactions generated by the allocation rule. This box is available if Replace is selected in the Account Group box. Important: This box appears only if the Post Transaction to GL check box (Transaction Options section) is cleared for the current allocation step.
Account Origin	The way the system determines the credit account to be specified in the allocation transactions generated by the allocation rule. The following options are available: Use Source: The system uses the credit account specified in the original transaction. Replace: The system uses the account specified in the Replace Account With box. (In the Replace Account With box, you can select any account, regardless of whether it is mapped to an account group or not.) Debit Source: The system uses the debit account specified in the original transaction. Important: This box appears only if the Post Transaction to GL check box (Transaction Options section) is selected for the current allocation step.
Replace Account With	The account to be specified as the credit account in the allocation transactions generated by the allocation rule. This box is available if Replace is selected in the Account Origin box. Important: This box appears only if the Post Transaction to GL check box (Transaction Options section) is selected for the current allocation step.
Subaccount Mask	The subaccount mask to be used to generate the credit subaccount of the generated allocation transaction. 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). The following subaccount mask values are available: A: To use the subaccount that you specify in the Replace Subaccount With box for the current allocation step. 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 (PM302000) form. G: To use the debit subaccount from the source transaction. J: To use the default sales subaccount of the project. S: To use the credit 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 (PM302000) form. Important: This box appears only if the Post Transaction to GL check box (Transaction Options section) is selected for the current allocation step.
Replace Subaccount With	The credit subaccount to be specified in the allocation transactions generated by the allocation rule if the A subaccount mask is specified in the Subaccount Mask box as the source of the segment values. Important: This box appears only if the Post Transaction to GL check box (Transaction Options section) is selected for the current allocation step.
Aggregate Transactions section
By Date	A check box that you select to make the system group the transactions by date when it generates the corresponding allocation transactions. You can 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. The amount of each resulting transaction will be a sum of all transaction amounts in each subgroup. For instance, if you apply grouping by vendor and by date, the system first breaks the underlying transactions by vendor and then combines the transactions within the groups by date.
By Employee	A check box that you select to make the system group the transactions by employee when it generates the corresponding allocation transactions. You can 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. The amount of each resulting transaction will be a sum of all transaction amounts in each subgroup. 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.
By Vendor	A check box that you select to make the system group the transactions by vendor or customer when it generates the corresponding allocation transactions. You can 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. The amount of each resulting transaction will be a sum of all transaction amounts in each subgroup. For instance, if you apply grouping by vendor and by date, the system first breaks the underlying transactions by vendor and then combines the transactions within the groups by date.
By Item	A check box that you select to make the system group the transactions by inventory item when it generates the corresponding allocation transactions. You can 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. The amount of each resulting transaction will be a sum of all transaction amounts in each subgroup. 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.