Processing allocations

After you define allocations, you must process them to calculate the allocation amounts, create allocation transactions, and post transactions to activities. You can process allocations at any time. Ensure that you have posted transactions to activity or General Ledger based pools before processing allocations.

When you process allocations, you can review the calculation before creating the allocation transactions to be posted. If you find errors in the allocation calculation, then you can unrelease the allocation, correct information in the pool or the allocation, release it, and recalculate it until you get the desired results.

If you want to process allocations by allocation group, define the allocation group before you start this procedure.

Follow these steps to process allocations:

Release the allocation(s) that you want to process.


To release	You can
An individual allocation	Inquire on the allocation using the form you used to define it: Allocation (AC30.1) Multiple Pool Allocation (AC30.2) List Allocation (AC30.3) Use the Release special action to release the allocation.
A group of allocations	Assign two or more allocations to an allocation group using Allocation Group (AC37.1) or Allocation Group by Step (AC37.2). Use the Release line action to release all or select allocations in the group.

Verify transactions are posted to activities in activity based pools. If unposted transactions exist, then run Activity Posting (AC190). See Posting transactions.
Verify transactions are posted for General Ledger based pools. If unposted transactions exist, then run Journal Posting (GL190). For details about using this program see the General Ledger User Guide.
Run Allocation Calculation (AC130) to calculate the amounts to be allocated. Use these guidelines to specify the field values:

Allocation Group and Steps

To select allocations to calculate by allocation group, select the allocation group and range of steps. See Defining an allocation group.

Allocations

If you are not processing by allocation group, then select up to six allocations you want to calculate.

Allocation Date

Specify an allocation date. The allocation date determines the posting date on the allocation transactions. In addition, the allocation date determines the current period and year for any optional parameters used with data dictionary names in compute statements used in allocations. If left blank, the current system date will be used.

Allocation Worksheet

Select whether you want an allocation worksheet to print with this report. The default setting is Yes.

Pool Summary

Select whether you want a pool summary to print with this report. The default setting is Yes.

Step Results

Select if you want to print the results of each allocation step. The default setting is Yes.

GL Journal Entries

Select whether you want to print the General Ledger entries for allocations that are set to post to General Ledger. The default is Yes.

Print Blank Lines

Select whether you want blank allocation lines to print in this report. The default setting is Yes.

Note: You can run AC130, AC131, AC190, and AC191 concurrently.
Review the results of the calculation program. If the results are not what you expected, then check the allocation pool balances to ensure all amounts and units were posted. If the pool balance appears to be correct, then check the allocation to make sure it is set up correctly.

Note: Repeat steps four and five until you get the results you want.

Note: You must unrelease an allocation to change it. Unrelease an allocation using the same forms you use to create allocations.
Run Allocation Update (AC131) to create the allocation transactions in Project Accounting. This creates transactions that are ready for posting to the activities. Use these guidelines to specify the field values:

Allocation Group and Through Step

To select allocations by allocation group, select the allocation group and allocation step you want the allocation to be updated through. See Defining an allocation group.

Allocations

If you did not select an allocation group, then select up to six allocations that you want to update.

Automatic Reversals

To create reversing entries for the allocation, select Yes in the Automatic Reversals field. To be eligible for auto reversal, the allocation record must be set to auto reverse on AC30.1, AC30.2, AC30.3, or AC30.4. The default setting is Yes.

Note: If your allocation is based on year-to-date balances, set this flag to No during the last allocation of the year.

Reversal Date

If you entered Yes in the Automatic Reversals field, then specify the date that should be assigned to the reversing entries created for the allocation. If you leave this field blank, then the system uses the posting date from the transaction it is reversing.

Note: You can update each allocation once each day.
Run Activity Posting (AC190) to post the allocation transactions to Project Accounting. See Posting transactions.
If you maintain accounting unit or resource balances, then run Accounting Unit Balance Post (AC191) or run Activity Posting (AC190) with the Post Acct Unit Balances field set to Yes. See Updating accounting unit and resource balances.
If you created allocations that are to be posted to General Ledger, then run Journal Posting (GL190). For details about using this program, see the General Ledger User Guide.

Related reports and inquiries


To	Use
List allocation information by allocation, allocation group, or step range	Allocation Listing (AC230)