Example: Multi-level Allocations

On the Chart of Account Allocations form, you set up a multi-level allocation when you specify an account number with an Allocation account type in the Distribution Account field.
Note: Do not structure an allocation to itself, that is, specify the same allocation account in the header and in the Distribution Account field. An allocation cannot be infinitely recursive. If you try to allocate a portion of an account to itself, an error message is displayed when you post the journals.

First Level

For example, your company divides rent between manufacturing and operations. You can set up a rent allocation account 99000 to distribute the expense.

In the Chart of Accounts form, set account 99000 as an allocation account.

On the Chart of Account Allocations form, divide rent between operations and manufacturing as shown in this table:

Allocation Account 99000:

Allocation Basis Type Allocation Basis Amount Account Description Account Type
Percent 60 60000 Rent - Operations Regular
Percent 40 98000 Rent - Manufacturing Allocation

Second Level

However, the manufacturing area also wants to divide the rent charged to account 98000 among its four departments, based on the percentage of floor space each uses in the manufacturing area.

To allow for this, in the Chart of Accounts form, set up account 98000 as an allocation account type. Then on the Chart of Account Allocations form, you can divide rent among the manufacturing departments as follows:

Allocation Account 98000:

Allocation Basis Type Allocation Basis Amount Account Description Account Type
Percent 20 61000 Rent - Grinding Regular
Percent 10 62000 Rent - Manufacturing Regular
Percent 25 63000 Rent - Painting Regular
Percent 45 64000 Rent - Assembly Regular

The rent initially charged to account 99000 then trickles down as shown in this diagram:

allocatn.gif

Journal Entries

If rent is $10,000.00, then these amounts would be posted for the rent expense:

  • 60% Operations $6000.00
  • 40% Manufacturing $4000.00
  • 20% Grinding $800.00
  • 10% Plating $400.00
  • 25% Painting $1000.00
  • 45% Assembly $1800.00