This help covers how to allocate bookkeeping entries to cost objects in target accounting using allocation rules. The help includes 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

You can open the allocation function by selecting Financial management > Bookkeeping > Vouchers > select voucher.

  • Make allocation for a single row:
    • Go to the voucher.
    • Select the voucher row to be allocated.
    • Open the allocation function from the end of the voucher row.
    • Perform the allocation for the row according to the selected allocation rule.

  • Make allocation in bulk:
    • Go to the voucher.
    • Select multiple posting rows by checking the desired rows.
    • Select Bulk processing of rows.
    • Select Allocate selected as the function.
    • Perform the allocation for the selected rows according to the selected allocation rule.

From a purchase invoice

You can open the allocation function by selecting Accounts payable > Purchase invoices > select purchase invoice.

  • Make sure that the purchase invoice is at most checked:
    • Note that if the invoice is approved, the allocation function is not active.
  • Perform allocation from the purchase invoice:
    • Go to the purchase invoice.
    • Open the Do for selected menu.
    • Select the allocation function from the menu.
    • Perform the allocation for the selected rows according to the selected allocation rule.

From the bookkeeping Account balance report

You can open the allocation function by selecting Financial management > Reporting and monitoring > Bookkeeping reports > Account balance.

Allocation rules

The allocation rule list shows existing allocation rules.

You can open allocation rules by selecting Allocation rules management in the allocation tool. Proceed as follows:

  • First open the allocation function from a voucher, purchase invoice, or Account balance report.
  • Select 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 allocation rules.
    • Edit a rule by clicking the rule name.
    • Delete a rule from this view if necessary.

Add allocation rule

  • Open the allocation function while on a voucher, purchase invoice, or Account balance report.
  • Click the Allocation rules management link.
  • Click the Add allocation rule link.
  • Give the allocation rule a name:
    • Enter a clear name for the rule so that you can recognize it later.
  • Select the header level to be used:
    • Select the header level you want to use for distributing cost objects.
  • Define the distribution percentages:
    • Enter a distribution percentage for each row.
    • Select the desired target for each row from the list that opens from the magnifying glass.
    • Add more rows from the green plus if necessary.
    • Make sure that the total of the distribution is 100%.
  • Save the rule:
    • Finally, press the Save button.
  • Ensure the visibility of cost objects:
    • Note that for cost objects and headers to be visible, they must first be created in cost objects management.

 Using the allocation function

  • Open the allocation function:
    • Go to the purchase invoice, voucher, or bookkeeping Account balance report.
    • Open the allocation function from the respective view.
    • Note that 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 allocation rule and distribute the rows:
    • Select the desired created rule from the Allocation rule section.
    • Select the rows to be allocated.
    • Press the Distribute selected rows button.
    • The system distributes the selected rows according to the rule you created.

Additionally, the view has 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 select the entire bookkeeping account balance for allocation.
  • You can select 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, but such cost object distribution must be done in another way.

The function resets the account balance cost object entries according to your choice and records the balances to the same account according to the rule you selected.

  • When allocation is done via the Account balance report:
    • 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 system creates a new voucher from the allocation if the view was accessed via the Account balance report.

  • Effect of the new voucher:
    • The previous possible balance is cancelled.
    • The rows are allocated to new cost centers.
    • The voucher of the purchase invoice or sales invoice itself does not change.
  • Reporting perspective:
    • 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 previous days of the same 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

You can use an allocation rule when you are recording a long voucher with many expense or income rows and all rows belong to the same cost object.

  • Prepare the allocation rule:
    • Prepare the allocation rule in advance before recording the voucher.
    • Follow the instructions earlier on this page for adding an allocation rule.
    • For example, create a 100% rule where everything is allocated to one cost object.

Here is an example of a 100% rule where everything is allocated to one cost object:

  • Record the voucher and select the rows:
    • First, record the voucher normally.
    • Select the desired voucher rows either:
      • individually by checking the rows, or
      • by selecting all rows with the black triangle on the left edge and then unchecking the balance sheet accounts, unless you also want to allocate them to the cost object.

  • Perform allocation in bulk:
    • Open the Bulk processing of rows button.
    • Select the Allocate selected function.
    • Select the desired Allocation rule.

  • Distribute the selected rows:
    • Once the rule is 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 to all rows with reasonable effort using the allocation rule.

Frequently asked questions

Question: From which views can I perform allocation?

Answer: You can perform allocation from a voucher, purchase invoice, and bookkeeping Account balance report using the allocation tool.

Question: Why can I not allocate a purchase invoice?

Answer: You cannot allocate a purchase invoice if the invoice has already been approved. The invoice must be at most checked for the allocation function to be active.

Question: How do I add a new allocation rule?

Answer: Open the allocation function from a voucher, purchase invoice, or Account balance report, select Allocation rules management and then Add allocation rule. Name the rule, select the header level, define the distribution percentages and targets, make sure the distribution is 100%, and save.

Question: How does allocation from the Account balance report affect vouchers?

Answer: Allocation done via the Account balance report creates a new voucher for the last day of the period, cancels the previous balance, and allocates the rows to new cost centers. The original vouchers of the purchase invoice or sales invoice do not change.

Question: Can I allocate the balance from cost object A to cost object B from Account balances?

Answer: You cannot. Allocation from Account balances from cost object A to cost object B is not possible; such cost object distribution must be done in another way.

Question: How do I use an allocation rule when I want to add the same cost object to a long voucher?

Answer: First create a 100% allocation rule for one cost object, record the voucher, select all desired rows, open Bulk processing of rows, select Allocate selected, select the rule, and press Distribute selected rows. The system adds the cost object to all selected rows according to the rule.

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.


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