Entering an allocation

  1. Access Allocation (CA10.1).
  2. Select New Allocation to access Define Allocation (CA10.2). You can select one of these options:
    • If you are entering a multiple line allocation, select New Allocation to access Define Allocation (CA10.2).
    • If you are entering a single line allocation, select Single to access Allocation Detail (CA10.7).
  3. On the Main tab, specify this information:
    Company

    Specify the company number for which you are defining allocation detail.

    Type

    Select the allocation type to indicate where funds are allocated. You can select from Actual, Current Year Budget, or Next Year Budget.

    Allocation

    Specify a name that can identify the allocation and provide a description.

    Note: The allocation name must be unique.
    Allocation Group

    Optionally, specify an allocation group.

    See Define allocation groups and allocation codes.

    Step Value

    Optionally, this field determines when an allocation detail line is processed. Lower steps are processed before higher steps.

    See Step Value.

    Auto Zero Percent

    Select No if you don't intend to zero out allocation percentages after you transfer allocations to the General Ledger system. Otherwise, select Yes.

    Contra Account

    Optionally, use a contra account to retain the integrity of your original data. The accounting unit you specify here can replace the data in the From Accounting Unit field when you run Allocation Calculation (CA110).

    If you use a contra account, it is used for the post from detail lines in the journal entry that is created for interface to GL.

    See Contra account.

    You can also post to contra account based on the posting option and the overrides that you select.

    See Uses of accounting unit and account overrides.

  4. If you selected Actual in the Type field, click the Actual Type tab.
  5. Define an actual type allocation. On the Journal Entry tab, specify this information:
    Journal Entry Number

    Specify the journal entry number to assign to the allocation. This journal entry number is used when interfacing the allocations to General Ledger. You can view this number on Journal Control (GL45.1) after the allocation is interfaced.

    Note: You must use a unique number within the company in the journal entry number.
    Journal Entry Type
    Select the type of journal entry associated with the allocation: Normal or Intercompany. If you leave this field blank, Normal is the default.
    Note: You must define intercompany relationships in Intercompany Relationships (GL25.1) before you create an intercompany allocation.
    Source

    Specify the source code. A source code is a two character code that identifies where transactions are created within a system.

    Apply User Analysis

    Select where to apply the user analysis: Both Sides of the allocation, Post To Accounts, or Post From Accounts.

    When you interface, the transactions are created in the General Ledger and Strategic Ledger applications.

    Apply Activity

    Select where the transaction type is applied to the activity: Both Sides of the allocation, Post To Accounts, and Post From Accounts.

    When you interface, the transactions are created in the Project Accounting and General Ledger systems.

    Base Zone

    If you use zone balancing, type or select the base zone. The zone that you select in this field overrides the zone defined in Company (GL10.1). The company base zone is the default.

    Reference

    Use this field to track transactions.

    Journal Book

    Specify a journal book number. A journal book is used to group allocation transactions.

  6. On the Valid Periods tab, specify this information:
    Start Period Year

    Specify the beginning period and year to post transactions in.

    End Period Year

    Specify the ending period and year to post transactions in.

    Posting Day

    Select the day to post transactions. If you leave this field blank, the period end date defined for the company in Company (GL10.1) is the default.

    Select Periods

    Select the periods in which the allocation is processed.

  7. On the Attributes tab, specify this information:
    Source Code

    Specify the source code. A source code is a two character code that identifies where transactions are created within a system.

    The source code from the Journal Entry tab is the default. If a source code is specified here, the Journal Entry Source Code value is populated with the same value.

    Apply To

    Select where the transaction type is applied to the activity: Both Sides of the allocation, Post To Accounts, and Post From Accounts.

    When you interface, the transactions are created in General Ledger, and if activity is populated, Project Accounting.

    Attribute Value

    Specify up to three transaction attribute values to include in the allocation. The transaction attributes that you can select values from are defined on Source Code (GL05.1).

  8. If you selected Budget in the Type field on the Main tab, click the Budget tab.
  9. Specify the budget number to allocate from. You must have a valid budget in Budget (FB20).
  10. Select the Add form action to add the allocation record. You can use the system to return to the original Allocation form, either Allocation (CA10.1) or Allocation Detail (CA10.7).