Allocating

This guide covers how to allocate accounting entries to target accounting calculation objects using allocation rules. The guide 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

From the end of the voucher line. This allocates only one line.

Allocation can also be done in bulk. By selecting multiple accounting lines and choosing "Bulk processing of lines" you can select "Allocate selected".

From a purchase invoice

The option is found under the "Do for selected" menu. The invoice can be at most checked, meaning if the invoice is approved, the allocation function is not active.

From the accounting account balance report

Financial management > Reporting and monitoring > Accounting reports > Account balances

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 from there the allocation rules management link. An allocation rule is used to distribute accounting entries to target accounting calculation objects according to a predefined distribution curve. In the opened view, you can see existing rules. These can be edited by clicking the rule name. The rule can also be deleted from this view.

Add an 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

First, give the rule a name, then select the header level to be used. Define the distribution percentage and choose the desired target from the list that opens from the magnifying glass. Add more lines if necessary from the green plus. The distribution must be a total of 100%, finally press the Save button. To make calculation objects and headers visible, they must first be created from the calculation objects management.

 Using the allocation function

Go to 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 have the option to allocate all account transactions for the desired period (the period is defined when taking the report).

Select the desired created rule from the Allocation rule section, then press the Distribute selected lines button -> The system distributes the selected line 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 calculation object). The function resets the account balance calculation entries according to your choice and records the balances to the 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. This cancels the previous possible balance and allocates the lines to new cost centers.

Allocation done via purchase invoice and voucher modifies the cost centers of the existing voucher.

Using allocation rules to add the same calculation object to long vouchers

If you are recording a long voucher with many expense or income lines and they all belong to the same calculation object, this object addition can be done quickly using an allocation rule. Prepare the allocation rule before recording the voucher, the addition of the rule is guided earlier on this page. Here is an example of a 100% rule where everything is allocated to one calculation object:
First, record the voucher normally and then select the desired voucher lines either individually by checking, or with the black triangle on the left edge (then uncheck the balance accounts unless you want to allocate them to the calculation object as well).

Open the Bulk processing of lines button and from there the "Allocate selected" function. Choose the desired Allocation rule.

Once the rule is selected, press the "Distribute selected lines" button. The system allocates the selected voucher lines according to the rule you selected:

This example had a short voucher, but if there are several dozen lines, this way you can add the calculation object with reasonable effort.

Keywords: allocation rules, allocating, allocation rules management

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