This help teaches you how to allocate bookkeeping entries to cost objects in target accounting using allocation rules. The help covers allocation from a voucher, purchase invoice, and Account balance report, as well as the management and addition of allocation rules.
Where can allocation be done?
From a voucher
From the end of the voucher row. This allocates only a single row.
Allocation can also be done in bulk. Select several posting rows and then, from Bulk processing of rows, select Allocate selected.
From a purchase invoice
The selection is found under the Do for selected menu. The invoice can be at most checked, meaning that if the invoice is approved, the allocation function is not active.
From the bookkeeping Account balance report
Financial management > Reporting and monitoring > Bookkeeping reports > Account balance
Allocation rules
The allocation rule list shows existing allocation rules.
You can access allocation rules from the allocation tool. First open the allocation function and then the Allocation rules management link. An allocation rule is used to distribute bookkeeping entries to cost objects in target accounting according to a predefined allocation curve. In the view that opens, you can see existing rules. You can edit them by clicking the rule name. You can also delete a rule from this view.
Add allocation rule
Open the allocation function while you are on a voucher, purchase invoice, or Account balance report
Click the Allocation rules management link
Click the Add allocation rule link
First give the rule a name, then select the header level to be used. Define the distribution percentage and select the desired target from the list that opens from the magnifying glass. If necessary, add more rows from the green plus. The total distribution must be 100%. Finally, press the Save button. For cost objects and headers to be visible, they must first be created in cost objects management.
Using the allocation function
Go to the allocation functions, either from a purchase invoice, voucher, or Account balance report. Note! If you came to the function via the Account balance report, you can allocate all account transactions for the desired range (the range is defined when taking the report).
Select the desired created rule from the Allocation rule section, then press the Distribute selected rows button -> the system distributes the selected row according to the rule you created.
Additionally, the view has the options Adjust the entire balance to the allocation rule and Record only for the unallocated portion (i.e. for the account balance that does not already have a cost object). Netvisor’s allocation function via Account balances considers only two different options: you can either select the entire bookkeeping account balance for allocation or only the portion of the account balance that has not yet been allocated to any cost object. Allocation from Account balances from cost object A to cost object B is not currently possible; such cost object distribution must be done in another way.
The function resets the cost object entries of the respective account balance according to your choice and records the balances to the same account according to the rule you selected. The voucher is created for the last day of the period you selected. These options are only available if allocation is accessed via the Account balance report. The voucher is created for the last day of the period you selected.
The system creates a new voucher from the allocation if the view was accessed via the Account balance report. In this case, the previous possible balance is cancelled and the rows are allocated to new cost centers. The voucher of the purchase invoice or sales invoice itself does not change, but if you take the cost center report at the end of the month, then the cost centers will be based on this account allocation. If you look at earlier days of the month, then the cost objects are based on the invoice vouchers.
Allocation done via purchase invoice and voucher modifies the cost centers of the existing voucher.
Using allocation rules to add the same cost object to long vouchers
If you are recording a long voucher with many expense or income rows and they all belong to the same cost object, you can quickly add the cost object using an allocation rule. Prepare the allocation rule in advance before recording the voucher; the instructions for adding a rule were given earlier on this page. Here is an example of a 100% rule where everything is allocated to one cost object:
First, record the voucher normally and then select the desired voucher rows either individually by checking them or by selecting all rows with the black triangle on the left edge (then uncheck the balance sheet accounts unless you also want to allocate them to the cost object).
Open the Bulk processing of rows button and then the Allocate selected function. Select the desired Allocation rule.
When the rule has been selected, press the Distribute selected rows button. The system allocates the selected voucher rows according to the rule you selected:
This example had a short voucher, but if there are several dozen rows, you can add the cost object with reasonable effort in this way.
Keywords: allocation rules, allocating, allocation rules management
This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.