Maintaining Allocation & Distribution Rules
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This section dwells on the Journal Voucher business component and its activity Maintain Allocation and Distribution Rules.
Select the “Maintain Allocation & Distribution Rules” activity in the left pane under the “Journal Voucher” business component.
The “Maintain Allocation & Distribution Rules” page appears.
Enter the following fields in the “Rule Information” group box:
Company/FB |
Use the drop-down list box to select the company. The system lists the login OU company and defaults the same. Use the drop-down list box to select the finance book. The system lists all the posting Finance Books in ‘Active’ status of the selected Company. The system displays the value as ‘All’, by default. |
Rule ID |
The unique number identifying the Rule. Rule ID will be generated based on the numbering type selected. On Enter of existing Rule ID should refresh the details in the screen. The system displays the blank value, by default. Help facility available. Click the hyperlinked ‘Copy’ to copy and create a new Rule ID from the existing rules. |
Rule Desc. |
The description of the Rule. Mandatory. The system displays the blank value, by default. |
Status |
The system lists the values 'Active' and 'Inactive' . The system displays the value ‘Active’, by default. To inactivate a rule, update the status as ‘Inactive’ and save. |
Effective Date |
The date from which the Rule is effective. The system displays the blank value, by default. |
Allocation Type |
The system loads the GL allocation. The system displays the GL Allocation, by default. |
Allocation Category |
The system loads all the values from quick code master defined under Entity: GL Allocation Rule Category. |
Numbering Type |
The system loads all the numbering type mapped to the transaction GL Allocation Rules. The system displays the default numbering type on page launch. |
Enter the following fields in the ‘Source’ multiline:
Company |
Use the drop-down list box to select the login OU company. The system lists the login OU company and defaults the same. |
Rule Line # |
The line number of the Rule ID to enable definition of multiple rules under the same Rule ID. |
The system displays the following field:
Rule Seq # |
The sequence number of the Rule Line #. 'Rule seq #’ gets auto populated for a given ‘Rule Line #’. For Ex: For a given Rule line #: 1 with 2 lines, the Rule seq # gets updated as '1' and '2' respectively. |
Enter the following fields:
FB |
Use the drop-down list box to select the finance book. The system lists all the posting Finance Books in ‘Active’ status of the selected company. |
Account Code |
The code identifying the account to which the accounting entry has to be posted. The account codes must have been created in the “Create Operative Chart of Accounts” activity of the “Accounting Setup” business component. This is a non-mandatory field. Account Code specified in source section will be split up in combination given in destination section. Combination can be given either at Account Code level or Account Code – Cost Center – Analysis Code-Sub Analysis Code or Expense Classification level. Help facility available. |
Cost Center |
The cost center to which the amount must be posted. Data-entry in this field is mandatory if the account code has been mapped to a cost center in the “Cost Setup” business component. This is a non-mandatory field. Cost Center specified in source section will be split up in combination given in destination section. Combination can be given either at Cost Center level or Account Code – Cost Center – Analysis Code-Sub Analysis Code or Expense Classification level. Help facility available. |
Analysis Code |
The analysis code to which the selected account is mapped in the "Assign Analysis Code" activity of the "Account Based Budgeting" business component. This is a non-mandatory field. Analysis Code specified in source section will be split up in combination given in destination section. Combination can be given either at Analysis Code or Account Code – Cost Center – Analysis Code-Sub Analysis Code or Expense Classification level. Help facility available. |
Sub Analysis Code |
The sub analysis code, which is mapped to the analysis code in the "Assign Sub Analysis Code" activity of the "Account Based Budgeting" business component. This is a non-mandatory field. Sub Analysis Code specified in source section will be split up in combination given in destination section. Combination can be given either at Sub Analysis Code or Account Code – Cost Center – Analysis Code-Sub Analysis Code or Expense Classification level. Help facility available. |
Contra Account Code |
Code identifying the account to be credited on allocating costs out instead of Source Account. |
Expense Classification |
The classification of the expense/income incurred by the journal voucher. · The value specified here is an Active quick code as defined in the “Quick Code” business component. · The expense classification is mandatory, if “Exp. Classification required for Income and Expense Accounts” in Set Function Defaults is set as 'Yes' and, if the destination account code is an Expense or a Revenue account. This is a non mandatory field. Exp.Cls specified in source section will be split up in combination given in destination section. Combination can be given either at Exp.Cls or Account Code – Cost Center – Analysis Code-Sub Analysis Code or Exp.Cls level. Help facility available. |
% |
The numerical value given by the user for allocation. |
The system displays the following fields in the ‘Source’ multiline:
Account Code Desc. |
The textual description of the account code. |
Cost Center Desc. |
The textual description of the Cost Center. |
Analysis Code Desc. |
The textual description of the Analysis Code. |
Sub Analysis Code Desc. |
The textual description of the Sub Analysis Code. |
Note: Combination provided in the source section multiline can be at any level for all lines and combination at one line should not exceed 100%.
Enter the following fields in the ‘Destination’ group box:
Basis of Allocation |
The system lists the value 'Percentage' and gets defaulted with 'Percentage' on screen launch. |
Allocation Element |
Allocation element will get loaded only when basis of Allocation is 'Allocation Element'. |
CE Structure ID |
The system lists active CE Structure ID’s defined in ‘Manage Cost Element Structure’ activity. |
Enter the following fields in the multiline:
Company |
Use the drop-down list box to select the login OU company. The system lists the login OU company and defaults the same. Ensure that ‘Yes” is set for the parameter ‘Enable GL Allocation across companies’ in the ‘Set Finance Process Parameters’ under the OU Parameter Setup business component if you wish the system to load all the group companies along with the login company. |
Rule Line # |
The line number of the Rule ID. |
The system displays the following field:
Rule Seq # |
The sequence number of the Rule Line #. 'Rule seq #’ gets auto populated for a given ‘Rule Line #’. For Ex: For a given Rule line # : 1 with 2 lines, the Rule seq # gets updated as '1' and '2' respectively. |
Enter the following fields:
Finance Book |
Use the drop-down list box to select the finance book. The system lists all the posting Finance Books in ‘Active’ status of the selected company. Ensure that ‘Yes” is set for the parameter ‘Enable GL Allocation across companies’ in the ‘Set Finance Process Parameters’ under the OU Parameter Setup business component if you wish the system to load all the Finance Books of group companies along with the login company. |
Schedule |
Use the drop-down list box to specify the schedule for the allocation. The system lists the schedules for which Element Relationship is defined in ‘Manage Cost Element Structure’ activity. |
Account Code |
The code identifying the account to which the accounting entries will be posted The account codes must have been created in the “Create Operative Chart of Accounts” activity of the “Accounting Setup” business component. This is a non mandatory field. Account code will be posted in the % specified in destination section from the source section, for the rule line #. Help facility available. |
Cost Center |
The cost center to which the amount must be posted. Data-entry in this field is mandatory if the account code has been mapped to a cost center in the “Cost Setup” business component. This is a non-mandatory field. Cost Center will be posted in the % specified in destination section from the source section, for the rule line #. Help facility available. |
Analysis Code |
The analysis code to which the selected account is mapped in the "Assign Analysis Code" activity of the "Account Based Budgeting" business component. This is a non mandatory field. Analysis Code will be posted in the % specified in destination section from the source section, for the rule line # . Help facility available. |
Sub Analysis Code |
The sub analysis code, which is mapped to the analysis code in the "Assign Sub Analysis Code" activity of the "Account Based Budgeting" business component. This is a non mandatory field. Sub Analysis Code will be posted in the % specified in destination section from the source section, for the rule line # . Help facility available. |
Exp. Cls. |
The classification of the expense/income incurred by the journal voucher. · The value specified here is an Active quick code as defined in the “Quick Code” business component. · The expense classification is mandatory, if “Exp. Classification required for Income and Expense Accounts” in Set Function Defaults is set as 'Yes' and, if the destination account code is an Expense or a Revenue account. This is a non mandatory field. Exp. Cls will be posted in the % specified in destination section from the source section, for the rule line #. Help facility available. |
% |
The Numerical value given by the user for allocation. |
The system displays the following fields in the multiline:
Account Code Desc. |
The textual description of the account code. |
Cost Center Desc. |
The textual description of the Cost Center. |
Analysis Code Desc. |
The textual description of the Analysis Code. |
Sub Analysis Code Desc. |
The textual description of the Sub Analysis Code. Note: Combination provided in destination section for all lines should be same. The sum of % should be 100 for all the lines in destination section within a rule line #. % provided cannot be negative. |
Click the “Save” pushbutton to save the recorded details and the Rule ID gets generated.
The system displays the following fields in the ‘Record Statistics’ group box:
Created By |
The login ID of the user who created the allocation Rule. |
Created Date. |
The date on which the rule is created. |
Last Modified by |
The login ID of the user who last modified the allocation rule. |
Last Modified Date |
The date on which the rule is modified last. |
This Pop-up enables to copy the Rule ID from the existing Rules.
Enter the following fields:
Rule ID |
The unique number identifying the Rule. |
Rule Desc. |
The textual description of the Rule. |
Click the “Copy” pushbutton to copy the Rule ID to the ‘Maintain Allocation & Distribution Rules’ screen.
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