Defining an allocation header

This procedure describes the process for defining the header for a new allocation. The header includes basic information about the allocation including a name, description, and defaults. You must define a header for an allocation before you can define the allocation. Use this procedure to define headers for all types of allocations: fixed percentage allocations, factor allocations, mixed allocation, computed allocations, and list allocations.

  1. Click New Allocation on Allocation (AC30.1), Multiple Pool Allocation (AC30.2), or List Allocation (AC30.3) to access New Allocation (AC30.4).
  2. To define the header for a new allocation, specify this information:
    Allocation

    Specify a name and provide a description for the allocation.

    Automatic Zero

    Select Y - Yes to define an auto-zeroing allocation. If you select Y - Yes, then the percentages and factors you specify on Allocation (AC30.1) are automatically set to zero after the allocation transaction is created. If you use the auto zero feature, then you must redefine the percentages or factors before you process the allocation again. The setting defaults to N - No.

    Description

    Provide a default description for each allocation line on Activity Allocation (AC30.6). If you leave this field blank, then the allocation description is set as the default value of this field.

    Automatic Reverse

    Select Y - Yes to define an auto-reversing allocation. If you select Y - Yes, then a reversing entry is automatically created by Allocation Update (AC131). You define the date for the reversing entry on Allocation Update (AC131). This option is normally used for allocations based on Year-to-date or Life-to-date data. The setting defaults to N - No.

    Allocation Type

    Select one of these options to determine how the allocation is posted:

    • Select A - AC Journal Entries to post the allocation only to Project Accounting.

    • Select B - AC and GL Journal Entries to post the allocation to Project Accounting and General Ledger.

    Control Group

    A control group number is assigned to the allocation's transactions when you run Allocation Update (AC131). Control group numbers must start with the digits 999. You can assign your own control group number to the allocation, but if you leave the control group blank, then it is assigned automatically.

    Post To Account

    Select the company, accounting unit, account, and subaccount where to post the allocation.

    Note: You must define Post to Account information even if you are posting the allocation only to Project Accounting.
    Post From Activity and Post From Acct Category

    To create a balanced allocation transaction in Project Accounting, select the activity and account category to which the offset transaction is posted.

    If you do not create a balanced transaction in Project Accounting, then leave these fields blank.

    Post From Account

    To create a balanced allocation transaction, select the General Ledger company, accounting unit, and account to which the offset transaction is posted.

    Note: You must define Post from Account information for a balanced allocation transaction, even if you are posting the allocation only to Project Accounting.