Maintaining complex allocation
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This page allows you to define allocations that can be used to allocate costs incurred by a source cost center to several target cost centers. You can also modify or delete the records based on the status of the run number.
Select the “Maintain Multiple allocation” link under the “Cost Allocation” business component.
The “Maintain Complex Allocation Setup” page appears.
Enter the following:
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Report Type |
Use the drop-down list box to specify the report type for which the cost allocation has to be done. The system lists all the active quick codes of type “MAC Allocation Report Type” as defined in the “Cost Setup” business component. |
The system displays the following field:
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Status |
The status of the current sequence of the allocation. |
Enter the following details:
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Finance Book |
Use the drop-down list box to select the code identifying the finance book that has been mapped to the login organization unit and the business unit. The system lists all the active finance books applicable to the organization unit from the “Finance Book Processing” business component. |
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Year |
Use the drop-down list box to select the accounting year in which the cost allocation is taking place. The system lists all the accounting years of the selected finance book that are in “Open” status from the “Cost Setup” business component. The system displays the accounting year in which the current system date lies, by default. The starting date and ending date of the accounting year are concatenated and displayed in this field. |
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Period |
Use the drop-down list box to select the accounting period in which the cost allocation is taking place. The system lists all the accounting periods of the selected accounting year that are in “Open” status from the “Cost Setup” business component The system displays the accounting period in which the current system date lies, by default. The starting and ending date of the accounting period are concatenated and displayed in this field. |
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Run # |
The number identifying the sequence of allocations that have been defined on a finance book for a particular accounting period (Integer). Mandatory. Ensure that the run number is valid for the specified report type, accounting year, accounting period and finance book. Press the <Enter> key The system retrieves the allocation details based on the code entered here. |
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Run Description |
Use the drop-down list box to select the run description. The system lists all the active quick codes of the type “MAC Allocation Run Description” as defined in the “Cost Setup” business component. The system leaves the field blank by default. Ensure that the run number is valid for the specified report type, accounting year, accounting period and finance book combination. |
Enter the following details in the “Allocation Details” group box:
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Allocation Level |
Use the drop-down list box to select the cost allocation level. The system lists the options “Cost Center” and “Cost Center - Cost Element”.
The system displays “Cost Center” by default. |
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Source Cost Center Type |
Use the drop-down list box to select the type of the cost center from which the incurred cost is transferred or allocated to the other cost centers. The system lists the options as defined in the “Set Parameters” activity of the “Cost Setup” business component. The system leaves the field blank by default. |
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Source Cost Center From |
The starting number in the range of codes identifying the cost center from which the incurred cost is transferred to the other cost centers. |
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To |
The ending number in the range of codes identifying the cost center from which the incurred cost is transferred to the other cost centers. Ensure that the value entered in this field is not earlier than the value entered in the “Source Cost Center From” field. |
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Source Cost Element From |
The starting number in the range of codes identifying the cost element that has been mapped to the source cost center. Leave this field blank, if you select “Cost Center” in the “Allocation Level” field. |
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To |
The ending number in the range of codes identifying the cost element that has been mapped to the source cost center. Ensure that the value entered in this field is not earlier than the value entered in the “Source Cost Element From” field. Leave this field blank, if you select “Cost Center” in the ”Allocation Level” field. |
Click the “Get Details” pushbutton, to retrieve the source cost center and cost element details.
Note: Note: if “Allocation Level” is set as “Cost Center” the system retrieves and displays the following that falls within the specified “Source Cost Center” range.
a. Cost centers that are of type “Detail” and
b. All the analysis codes defined for the login OU for which “Reporting Cost Center” is set to “Yes” in “Create Analysis Code” activity of “Account Based Budget” business component.
If “Allocation Level” is set as “Cost Center-Cost Element” the system retrieves and displays the following that falls within the specified ‘Source Cost Center - Cost Element range
Cost centers that are of type “Detail” and the analysis codes defined for the login OU for which “Reporting Cost Center” is set to “Yes” and the corresponding cost elements mapped to the ‘Detailed Cost Centers’ & analysis Code defined as ‘Reporting Cost center’.
The system displays the following details in the “Source Cost Center / Element Details” multiline:
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Cost Center |
The code identifying the source cost center. |
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Cost Element |
The code identifying the cost element mapped to the source cost center. |
Modify the following:
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Allocation % |
The percentage of cost to be transferred from the cost element (Integer). Ensure that the value entered is positive. If this field is left blank, the system considers the allocation percentage as 100%. |
Note: If the allocation for the cost center and the cost element has been done, the system checks the percentage of allocation. If the sum of the previous entries and the current entry is greater than zero, the allocation is rejected
Enter the following:
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Target Cost Center Type |
Use the drop-down list box to select the type of the cost center to which the cost is transferred. The system lists the options as defined in the “Set Parameters” activity of the “Cost Setup” business component. The system leaves the field blank by default. Ensure that the target cost center is of type “Detail” except for cost centers with “Reporting cost center” set as “Yes” in “Create Analysis Code” activity of “Account Based Budget” business component. |
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Target Cost Center From |
The starting number in the range of codes identifying the cost center to which the cost is allocated (Alphanumeric, 10). |
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To |
The ending number in the range of codes identifying the cost center to which the cost is allocated (Alphanumeric, 10). |
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Apportionment Basis |
Use the drop-down list box, to select the allocation basis. Mandatory. The system lists the options “Allocation Element”, “Ratio” and “Percentage”.
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Allocation Element |
Use the drop-down list box to select the allocation element. The system lists all the active cost elements that are of type “Allocation Element” as defined in the “Cost Setup” business component. Entry in this field is mandatory, if the “Apportionment Basis” is set as “AllocationElement”. The system leaves the field blank, if the “Apportionment Basis” is not “Allocation Element”. |
Click the “Get Details” pushbutton, to retrieve the target cost center details.
Note: The system retrieves and displays all the cost centers falling within the specified “Target Cost Center” range
Note: Within the specified “Target Cost Center” range, if “Target Cost Center Type” is set the system retrieves and displays the following:
a. The source cost centers that are of type “Detail”.
b. All the analysis codes defined for the login OU for which “Reporting Cost Center” is set to “Yes” in “Create Analysis Code” activity of “Account Based Budget” business component.
The system displays the following in the “Target Cost Center Details” multiline:
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Cost Center |
The code identifying the target cost center. |
Note: The target cost center should be a detail level cost center and must belong to the selected target cost center type.
Enter the following:
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Ratio / Percentage |
The ratio or percentage in which the allocation is done from the source cost center to the target cost center (Decimal). You must enter a positive value in this field, if the “Apportionment Basis” field is set as “Ratio” or “Percentage”. |
Note: If the allocation of cost is done on percentage basis, then the total of all the percentages entered in the multiline must be 100.
If the allocation of cost is done on ratio basis, then the total of all the ratios entered in the multiline must be 1.
Click the “Create” pushbutton, to store the allocation details.
The status of the allocation is set as “Active” on creation.
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 run number for the target cost center.
The system checks whether there is any other run number greater than the current run number in “Active” status. If yes, then the source cost center-cost element combination in the current run number should not be specified as the target cost center-cost element in any of the later run numbers.
For example: if the current run number is 3, and the source cost center is CC1, then the cost center CC1 should not be specified as target cost center CC in any run that is greater than 3, for the finance book in a particular accounting period.
Click the “Edit” pushbutton to modify the allocation details.
The status of the allocation changes to “Fresh”.
If the “Apportionment Element” has been modified to “Allocation Element”.
If there is a change in the “Allocation Element”, i.e. from flying hour basis to non flying hour basis and vice versa.
The status of the allocation changes to “Active”, if the “Apportionment Basis” is modified from “Allocation Element” to either “Ratio” or “Percentage”.
Note: You can modify the records for which the run number is either in “Fresh” or “Active” status, and for which the allocation has not been processed for the run number.
Click the “Delete” pushbutton to delete the record.
Note: You can delete only those records for which the run number is in either “Fresh” or “Active” status, and for which the allocation has not been processed for the run number.
The system displays the following details
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Created By |
The login ID of the user who created the allocation details. |
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Create Date |
The date on which the user created the allocation details. |
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Last Modified By |
The login ID of the user who last modified the allocation details. |
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Last Modified Date |
The date on which the details were modified last . |
To proceed, carry out the following
Select the “Create/Edit Allocation Basis’ link provided at the bottom of the page, to create or modify the allocation basis.
Note: You can invoke this link only if the “Apportionment Basis” field is set as “Allocation Element”.
Select the “Copy Allocation” link provided at the bottom of the page, to copy allocation details from a finance book to another.
