Modifying allocation details

This page allows you to modify the details of an allocation. The allocation of the details to be modified should be in “Active” status. You can modify the details like the type of cost that is being allocated, the code identifying the credit cost element, the details of the cost elements of the source cost center, the details of the target cost center and the target cost element. You cannot modify the details of the source cost center. The system saves the modifications and retains the status of the allocation as “Active”. The system also saves the login ID of the currently logged in user and the system date along with the modification details.

Select the “Edit Allocation Details” link from the “Select Allocation Details” page.

The “Edit Allocation Details” page appears.

The system displays the following:

Run No	The number identifying all the sequence of allocations that have been defined on a finance book for a particular accounting period.
Sequence No	The number identifying the particular allocation of the entire sequence of allocations, that has been defined on a finance book, for a specific accounting period.
Status	The status of the allocation which must be “Active”.
Finance Book	The code identifying the finance book that has been mapped to the login organization unit and the business unit.
Accounting Year	The accounting year for which the allocation has been done.
Accounting Period	The accounting period for which the allocation has been done.

Modify the following fields if required:

Allocate On	Use the drop-down list box to select the type of cost that is involved in the allocation. You can select from “Actuals”, “Budget” or “Both”.
	Actuals – indicates that the allocation has been done on the actual cost of a cost center.
	Budget – indicates that the allocation has been done on the budgeted cost of a cost center.
	Both – indicates that the allocations has been done on both the actual and the budgeted cost of a cost center.

Note: If the sequence number of the current allocation is greater than 1, then the value selected in this field must be the same as the value of the previous sequence.

Also, value in this field cannot be modified if an allocation basis has already been defined on the allocation that is being modified.

The system displays the following:

Source Cost Center

The code identifying the cost center from which the incurred cost is transferred to other cost centers.

Note: No other run number or sequence number should have been defined for the cost center specified in this field at the “Cost Center” level for the same finance book and the same accounting period.

The source cost center should be a detail level cost center.

Description	A brief description of the source cost center.
	Zoom facility available

Modify the following fields if required:

Credit Cost Element	The code identifying the cost element against which the credit entries of the allocation are made (Alphanumeric, 32). The cost element entered here must have been mapped to the source cost center and should be valid for the specified accounting period.
	Press the <Enter> key.
	The system retrieves and displays the description of the credit cost element.

Note: This field must be left blank if the “Use Credit Cost Element” parameter has been set to “No” in the “Set Parameters” activity of this business component.

You can modify the defaulted value of this field only if “Overwrite Credit Cost Element” parameter has been set to “Yes” in the “Set Parameters” activity of this business component.

The type of the credit cost element should be “Normal”.

When the credit cost element value is entered and the “Post Allocation entries to Finance Book” parameter has been set to “Yes” in the “Cost Setup” business component then the credit cost element must have been mapped to only one account code for an accounting period

The system retrieves and displays the following:

Description	A brief description of the credit cost element.
	Zoom facility available

Modify the following fields in the “Source Cost Center Details” multiline, if required:

Cost Element	The code identifying the cost element that has been mapped to the source cost center (Alphanumeric, 32).
	Help facility available.

Note: The cost element specified in this field should be a normal cost element and should be mapped to the source cost element. This mapping should be valid for the accounting period.

When the source cost element value is entered and the “Post Allocation entries to Finance Book” parameter has been set to “Yes” in the “Cost Setup” business component then the source cost element must have been mapped to only one account code for an accounting period

Allocation %

The percentage of cost to be transferred from the cost element (Decimal). Mandatory. The value entered here must be between 0 and 100.

Note: Atleast one row of data should be present in the multiline when the allocation level is “Cost Element”. If not, the source cost element is taken as NULL and the allocation % is defaulted as 100%.

Duplicate cost element entries should not be present in the multiline.

If the allocation for the combination of the cost center and the cost element has already been done, then the percentage of allocation already done is checked for. If the sum of the previous entries and the current entry is greater than 100 then the allocation is rejected.

Modify the following fields if required:

Target Cost Center From	The starting number in the range of codes identifying the cost center to which the cost is allocated (Alphanumeric, 10).
To	The ending number in the range of codes identifying the cost center to which the cost is allocated (Alphanumeric, 10).
Target Cost Element From	The starting number in the range of codes identifying the cost element that has been mapped to the target cost center (Alphanumeric, 32).
To	The ending number in the range of codes identifying the cost element that has been mapped to the target cost center (Alphanumeric, 32).
Debit Cost Element	The code identifying the cost element against which the debit entries of the cost allocation process are made (Alphanumeric, 32). The value entered here must have been mapped to the target cost center.
	Press the <Enter> key.
	The system retrieves and displays the description of the debit cost element.

Note: The debit cost element must be a normal cost element.

When the debit cost element value is entered and the “Post Allocation entries to Finance Book” parameter has been set to “Yes” in the “Cost Setup” business component then the debit cost element must have been mapped to only one account code for an accounting period.

The system displays the following:

Description	A brief description of the debit cost element.
	Zoom facility available

Modify the following fields if required:

Ratio/Percentage	Use the drop-down list box to specify whether the cost is allocated to the target cost elements by means of ratio or percentage. You can select from “Ratio” or “Percentage”.
	Ratio – indicates that the allocation has been done based on the ratio of cost specified.
	Percentage – indicates that the allocation has been done based on the percentage of cost specified from the source cost center or the cost element.
	The system displays “Percentage” by default on launch of the page.

Click the “Get Details” pushbutton to retrieve the target cost center details

The system retrieves and the displays the following cost center and the corresponding cost elements details in the “Target Cost Element Details” multiline:

Note: All the cost centers that satisfied the search criteria and the cost elements that have been mapped to that cost center will be displayed in the multiline.

Modify the following fields if required:

Cost Center	The code identifying the target cost center to which the allocated cost is transferred (Alphanumeric, 10).
	Help facility available

Note: The target cost centers should be detail level cost center.

Cost Element	The code identifying the target cost element that has been mapped to the target cost center (Alphanumeric, 32).
	Help facility available

Note: All the cost elements must be of the type “Normal”.

The combination of the cost center and the cost element should not be duplicated.

When the target cost element value is entered and the “Post Allocation entries to Finance Book” parameter has been set to “Yes” in the “Cost Setup” business component then the target cost element must have been mapped to only one account code for an accounting period

Ratio/Percentage

The ratio or the percentage of the cost from the source cost center that has to be allocated to the target cost center (Decimal). The value entered in this field should be greater than zero.

Note: This field should not be left blank for all the rows of the multiline, when the “Allocations Basis” parameter has been set to “No” and the following conditions apply

If the allocation is to be done on percentage basis, then the value entered in each row of this field should be between 0 and 100.

If the allocation basis has not been defined and if the allocation of cost is done on percentage basis, then the total of all the percentages entered in multiline must be 100.

If the allocation basis has not been defined and if the allocation of cost is done on ratio basis, then the total of all the ratios entered in multiline must be 1.

Click the “Edit Allocation Details” pushbutton to modify the allocation details.

Note: The system checks if the source and the target cost centers are the same across allocations. If yes, then the run number that has been assigned to the finance book in a particular accounting period for the source cost center should be less than the target cost center.

Allocation Level Updation

If there are no records in the source cost center multiline then the system updates the allocation level as “CC” (denoting “Cost Center”).

If records are retrieved and displayed in the source cost center multiline then the system updates the allocation level as “CE” (denoting “Cost Element”).

Allocation Basis Flag Updation

If allocation basis has already been defines then the system updates the Allocation Basis flag to “Yes”.

If allocation basis has not been defined during the creation process, then the system updates the “Allocation Basis” flag to “No”.

The system displays the following:

Created By	The login ID of the user who created the allocation details.
Created Date	The date on which the allocation details were created.
Modified By	The login ID of the user who modified the allocation details last.
Modified Date	The date on which the allocation details were modified last.

To proceed, carry out the following

Select the “Edit Allocation Basis” link from the bottom of the page to modify the allocation basis.

Select the “Attach Notes” link from the bottom of the page to record observations.