Allocation Maintenance

Use this form to set up details for distributing the value of transactions entered for a particular account, to other accounts. You can base the distribution on a percentage or a fixed amount. Percentage allocations must add up to 100%.

When a transaction is posted to an account for which an allocation is set up, the value of the transaction is allocated according to the allocation, and the reverse entry is posted to the contra account defined.

Example

An allocation is set up for general ledger account MAS.AKL.100.100 with these details:

From: MAS.AKL.100.100

Contra: MAS.AKL.100.200

To: MAS.AKL.100.101 - 50% (percentage based-allocation)

MAS.AKL.100.102 - 50%

If a transaction for $100 is debited to the general ledger account MAS.AKL.100.100, this will occur:

Credit From Account: MAS.AKL.100.100 for the value of $100

Debit To Account: - MAS.AKL.100.101 for the value of $50

Debit To Account: - MAS.AKL.100.102 for the value of $50

Credit Contra Account: - MAS.AKL.100.200 for the value of $100

When you are setting up an allocation, the Contra account can be the same as the allocation From account. You can't use either of these accounts as an allocation To account. You cannot set up more than one allocation for an allocation From account.

Allocation Details Tab

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Reference

Enter a reference to identify the allocation by, up to 10 alphanumeric characters.

Description

Enter a description for the allocation, up to 30 alphanumeric characters.

From Account

Enter or select the account the allocation will originate from, using either the account, short code, or description.

Contra Account

Enter the contra account, or recovery account for this allocation. This can be the same as the from allocation account.

Detail

Enter additional detail of the allocation if required, up to 20 alphanumeric characters.

Percentage

Select this option if you are defining a percentage-based allocation.

Year

If you want the allocation to only apply to a specific calendar year and period, select the year. Otherwise, leave this option set to All. If a year is selected, you is prompted to enter a period.

Total

This field displays the total of the allocations you have setup. If you are setting up a percentage allocation, it always equal 100.

Allocate To Tab

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Company

Enter or select the company to which the allocated transactions will be posted.

To Account

Enter or select the account the transaction allocates to.

Qty Account/Unit description

This indicates, in read-only format, whether the selected account is a quantity account.

Apply residual value

Select this option to indicate that the selected To account is the one to which any residual should be applied. You can apply residual to only one account.

Qty

If the To account is a quantity account, enter the default quantity for the allocation.

Amount

Enter the value of the allocation. If you are setting up a percentage allocation, this represents a percentage value. If you are setting up a value-based allocation, this is the dollar amount to allocate.

Narration

Enter a narration for the allocation.

Add to Allocations

Click this button to save the current To account details, and enter another allocation account.

Press F2 or click the Save icon to save the allocation details.