Allocating

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

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

Allocation can also be done in bulk. By selecting multiple posting rows and choosing "Bulk processing of rows" 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 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 from there 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 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 rows if necessary from the green plus. The distribution must be a total of 100%, finally press the Save button. To make cost objects and headers visible, they must first be created from the cost 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 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 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: either the entire bookkeeping account balance can be selected 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, but the 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 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 rows to new cost centers. The voucher of the purchase invoice or sales invoice itself does not change here, 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 previous 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, 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 cost object:
First, record the voucher normally and then select the desired voucher rows either individually by checking, or with the black triangle on the left edge (then uncheck the balance sheet accounts unless you want to allocate them to the cost object as well).

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

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, this way you can add the cost object with reasonable effort.

Keywords: allocation rules, allocating, allocation rules management

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