An allocation journal entry is used to generate expense allocations from one account to other accounts or to create entry(ies) to an offset account to balance entry(ies) made to destination account(s). Allocations are made either by fixed percentages or by variable ratios. Variable ratios can be based on the period balance, period activity, or year-to-date activity of any financial, budget, or statistical account in ActivityHD.
You can define step levels in order to create tiered allocations so that some allocations are the basis for subsequent allocations.
Each allocation is assigned a calendar and a range of dates to control when an allocation entry can be processed. An entry can be processed multiple times in a calendar period to generate allocations for any activity that was entered after the original allocation. The original entry, however, must be merged before any reallocation can occur. You can make changes and deletions to an allocation entry until it has been merged.
Allocation entries should be used for two types of entries:
- Source account depletion. This type of entry distributes expenses from one account into one or more other accounts. In this type of allocation, the source (original) account is either depleted of its balance or its balance is reduced by the amount posted to other accounts.
- Source account base. This type of entry does not affect the balance of the source account. Instead, an offset account is used to balance the entry(ies) made to the destination account(s).
Use wildcards to specify the source account when allocating to groups of accounts. When the allocation is processed, each source account is allocated using the same destination accounts and allocation ratios. Using wildcards in the offset account number depletes each of the source accounts individually by its allocation amount.
Follow the link for the type of allocation entry you need to make: fixed percentage or variable ratio.
Fixed percentage allocation
- In the Navigation pane, highlight the General Ledger > Journal Entries > Allocation Entries folder.
- Click
. The New Allocation Entry window opens.
- Enter a Reference about the allocation journal entry. You can use up to 12 characters. The value you enter here becomes the Activity Source on the new journal entry that is created when this allocation entry is processed.
- Enter a Description of the allocation entry.
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In the Step Level field, enter the order in which the allocation should be applied. All allocations assigned to the same level operate independently of each other. Use separate allocation steps for tiered allocations.
Note
If you totally deplete a source account in step level 1, you can still use the original balance of that source account in other allocations for step level 1. However, if you reference the same source account on step level 2, step level 1's allocation will be applied and its balance will be zero.
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- In the Begin Date field, enter the earliest date that the allocation entry can be processed.
- In the End Date field, enter the date that processing of the allocation entry should end.
- To put the allocation entry on hold so that it cannot be merged for the time being, mark the Hold checkbox. Entries on hold can be processed but not merged.
- To reverse the allocation entry at the beginning of the next period of the default calendar, mark the Reverse checkbox.
- In the Allocation Method field, select "Fixed Percentage". This method is for allocations that are standard from period to period with predetermined allocation percentages.
- In the Source Basis field, select the basis for the allocation. Your options are:
- Period Activity. Use the period activity of the source account to determine the allocation amount. Typically, you use this basis if the source account is an income statement account (revenue or expense).
- Period Balance. Use the balance of the source account as of the period ending date to determine the allocation amount. Typically, you use this basis if the source account is a balance sheet account (asset, liability, or capital).
- YTD Activity. Use the year-to-date net activity of the source account to determine the allocation amount.
- In the Source Account field, select the account or account mask to use as the source of the allocation. If the account mask is too broad or too narrow to capture the accounts you need, use the Conditions field to exclude or include accounts from the selection.
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In the Offset Account field, select the account or account mask to define the allocation offset account(s). When the allocation is processed, ActivityHD replaces wildcards in the offset account mask with the corresponding characters from each source account to build the offset account number(s).
Note
To deplete the source account, enter a completely wildcarded offset account. Otherwise, the allocation depletes the offset account.
To keep all allocation entries separate from the original entries, create an allocation ledger. When you create an allocation entry, specify all wildcards on the offset account except for the ledger.
To perform straight-line depreciation rather than deplete the asset account with each month's depreciation, post the offsetting entries to the accumulated depreciation contra-asset account.
- In the Attributes field, specify the attribute items to use to override attribute item values on the source account (if needed). To do so, click in the field to open the Offset Attributes dialog.
For each of the attributes listed, select the appropriate option:
- Source. Use the attribute item from the source account.
- Blank. Leave the attribute item blank.
- Specific. Specify the attribute item to use. If you select this option, the adjacent field is enabled so you can select the attribute item to use.
- In the Detail table, perform the following steps for each journal entry detail line you need:
- In the Destination Account column, if you want to override the source account, select the account or account mask that is to receive this part of the allocation. Leave this field blank to accept the source account.
- Use the Destination Attributes column if you want to override the source attributes for this part of the allocation. To do so:
- Click in the cell to open the Destination Attributes dialog.
- For each attribute, select how to determine the attribute item to use for this part of the allocation. Your options are:
- Source. Use the attribute item from the source account. This is the default option.
- Blank. Leave the attribute item blank.
- Specific. Specify the attribute item to use. If you select this option, the adjacent field is enabled so you can select the attribute item to use.
- Make a selection for each attribute represented.
- When you finish, click OK.
- Click in the cell to open the Destination Attributes dialog.
- In the Percentage column, enter the percent to apply to the allocation basis to determine the allocation amount for this line.
- Enter a Memo for the journal entry detail line if desired.
- When you finish, save the new allocation entry.
Variable ratio allocation
- In the Navigation pane, highlight the General Ledger > Journal Entries > Allocation Entries folder.
- Click . The New Allocation Entry window opens.
- Enter a Reference about the allocation journal entry. You can use up to 12 characters. The value you enter here becomes the Activity Source on the new journal entry that is created when this allocation entry is processed.
- Enter a Description of the allocation entry.
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In the Step Level field, enter the order in which the allocation should be applied. All allocations assigned to the same level operate independently of each other. Use separate allocation steps for tiered allocations.
Note
If you totally deplete a source account in step level 1, you can still use the original balance of that source account in other allocations for step level 1. However, if you reference the same source account on step level 2, step level 1's allocation will be applied and its balance will be zero.
- In the Calendar field, select the GL calendar that defines the accounting period structure for the allocation entry. The calendar determines the posting frequency and entry date.
- In the Begin Date field, enter the earliest date that the allocation entry can be processed.
- In the End Date field, enter the date that processing of the allocation entry should end.
- To put the allocation entry on hold so that it cannot be merged for the time being, mark the Hold checkbox. Entries on hold can be processed but not merged.
- To reverse the allocation entry at the beginning of the next period of the default calendar, mark the Reverse checkbox.
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In the Allocation Method field, select "Variable Ratio". This method is for allocations that are based on general ledger data and that may change from period to period. For example, you can allocate inventory storage costs by department based on each department's sales volume. A variable ratio account is required for each allocation detail line.
Note
100% of the source amount is always allocated using this method.
- In the Source Basis field, select the basis for the allocation. Your options are:
- Period Activity. Use the period activity of the source account to determine the allocation amount. Typically, you use this basis if the source account is an income statement account (revenue or expense).
- Period Balance. Use the balance of the source account as of the period ending date to determine the allocation amount. Typically, you use this basis if the source account is a balance sheet account (asset, liability, or capital).
- YTD Activity. Use the year-to-date net activity of the source account to determine the allocation amount.
- In the Source Account field, select the account or account mask to use as the source of the allocation. If the account mask is too broad or too narrow to capture the accounts you need, use the Conditions field to exclude or include accounts from the selection.
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In the Offset Account field, select the account or account mask to define the allocation offset account(s). When the allocation is processed, ActivityHD replaces wildcards in the offset account mask with the corresponding characters from each source account to build the offset account code(s).
Note
To deplete the source account, enter a completely wildcarded offset account. Otherwise, the allocation depletes the offset account.
To keep all allocation entries separate from the original entries, create an allocation ledger. When you create an allocation entry, specify all wildcards on the offset account except for the ledger.
To perform straight-line depreciation rather than deplete the asset account with each month's depreciation, post the offsetting entries to the accumulated depreciation contra-asset account.
- In the Attributes field, specify the attribute items to use to override attribute item values on the source account (if needed). To do so, click in the field to open the Offset Attributes dialog.
For each of the attributes listed, select the appropriate option:
- Source. Use the attribute item from the source account.
- Blank. Leave the attribute item blank.
- Specific. Specify the attribute item to use. If you select this option, the adjacent field is enabled so you can select the attribute item to use.
- In the Detail table, perform the following steps for each journal entry detail line you need:
- In the Destination Account column, if you want to override the source account, select the account or account mask that is to receive this part of the allocation. Leave this field blank to use the source account.
- Use the Destination Attributes column if you want to override the source attributes for this part of the allocation. To do so:
- Click in the cell to open the Destination Attributes dialog.
- For each attribute, select how to determine the attribute item to use for this part of the allocation. Your options are:
- Source. Use the attribute item from the source account. This is the default option.
- Blank. Leave the attribute item blank.
- Specific. Specify the attribute item to use. If you select this option, the adjacent field is enabled so you can select the attribute item to use.
- Make a selection for each attribute represented.
- When you finish, click OK.
- Click in the cell to open the Destination Attributes dialog.
- In the Ratio Account column, select the account or account mask to use to calculate the allocation ratio for this allocation detail line. ActivityHD determines this detail line's ratio by adding up the ratio basis amounts and converting the numeric sign to match the financial sign (debit/credit) that you specify. If the result is zero, the detail line is ignored and no posting is made for the line.
- If you entered an account mask in the Ratio Account column and the mask is too broad or too narrow to capture the accounts you need, enter a condition statement in the Ratio Condition field to exclude or include accounts from the selection.
- From the Ratio Basis drop-down list, select how to determine the allocation ratio. Your options are:
- Period Activity. Use the period activity of the ratio account to determine the allocation ratio. Typically, you would use this basis if the ratio account is an income statement account (revenue or expense).
- Period Balance. Use the balance of the ratio account as of the period ending date to determine the allocation ratio. Typically, you would use this basis if the ratio account is a balance sheet account (asset, liability, or capital).
- YTD Activity. Use the year-to-date net activity of the ratio account to determine the allocation ratio.
- From the Sign drop-down list, select the financial sign of the allocation ratio factor. Your options are:
- Credit
- Debit
- Enter a Memo for the journal entry detail line if desired.
- When you finish, save the new allocation entry.
Before allocation journal entries can be merged, they must first be processed. Processing generates new journal entries from the allocation entries. You can process one, several, or many allocation entries at a time. After processing, the new journal entries are added to the Journal Entries folder.
Allocation journal entries can be processed multiple times during a calendar period. If additional data is entered or data is changed during the allocation period, ActivityHD will reallocate the amounts based on the change to period balance or net activity. For instance, after closing a period you may post additional journal entries and need to close again. Running the allocation again fixes previous closing entries to reflect the additional postings.
- In the Navigation pane, highlight the General Ledger > Journal Entries > Allocation Entries folder.
- Start the Process Allocation Entries wizard.
- To process all or a filtered subset of allocation entries:
- Right-click and select Select and Process from the shortcut menu. The Process Allocation Entries wizard starts.
- On the Selection tab, define any filters to apply to the data.
- Right-click and select Select and Process from the shortcut menu. The Process Allocation Entries wizard starts.
- To process specifically selected allocation entries:
- In the HD view, select the allocation entries to include in the process. You can use Ctrl and/or Shift selection to select multiple records.
- Click
to start the Process Allocation Entries wizard.
- To process all or a filtered subset of allocation entries:
- In the Batch field, enter the batch name to use. You can use up to 15 characters. After processing, this batch name becomes the batch name on the new journal entries.
- In the Posting Date field, enter the date to post the journal entries. After processing, this date is used as the date on each detail line of the new journal entries.
- Click Next >>. You are prompted to confirm that you want to process the entries.
- Click Yes.
- Click Next >>. ActivityHD lists the entries created in the process.
- At this point, you can proof and merge the journal entries.
- Click Finish.
Under certain circumstances, unexpected results can occur when processing allocation entries:
- Unmerged allocations. New allocation entries affect any subsequent processing within the same calendar period. Additional entries are adjustments to the original allocations. If these amounts are not correct, delete them before processing any further entries.
- Beginning balance. If the balance before the begin date is not zero, the period balance is affected by the balance amount. Consider this when selecting the basis of period activity, period balance, or YTD activity. Remember to consider closing entries when researching beginning balances.
- Unmerged entries for source account or ratio accounts. All entries in the calendar period for the source account and for ratio accounts need to be merged before processing allocation entries. The allocation will be incorrect if the entries are merged after the allocation is processed but before the calendar period ends.
- Step levels. If there are multiple step allocations but only some allocations are selected for processing, the results will be different than if all allocations are selected for processing.
- Dependencies. Allocations depend on each other. Step levels should be set to force inclusion of same-period allocations of what should be lower steps.
- Calendar. The calendar determines the current period and current year based on the processing date. If short years are needed but are not correctly defined in the calendar, allocations such as YTD activity will be incorrect.
- Deleting allocation entries. After allocations are processed and merged for an allocation entry, do not delete the allocation entry. Rather than delete the allocation entry, flag it as obsolete or set the begin and end dates to appropriate dates. This allows ActivityHD to access step levels and other information for the allocation entry.
- Closing flag. Be sure the closing flag is set for previous period closing entries in the current year.
Note
Current year closing entries are excluded from calculations except when processing a closing entry. In that case, current period closing entries on lower steps ARE included.
Use allocation entries to make closing entries
Closing entries are used to move the year-to-date balances for revenue and expense accounts into the appropriate retained earnings account. Closing entries take effect after the end of the current year and before the beginning of the next year. Closing allocations are used to create closing entries.
Note
Do not include closing allocation entries with normal allocation postings.
Any number of retained earnings accounts can be used when closing a year. The retained earnings accounts are specified on one or more allocation entries. They reflect the difference between associated expense and revenue accounts. When processed, a closing allocation entry calculates the year-to-date activity of the source account(s) to determine the net posting to make to the specified retained earnings account(s).
Note
Before you process closing entries, be sure to review all unmerged entries because these amounts are not considered in the allocation.
When merged, closing entries are flagged as such so that general ledger reports can include or exclude the closing entries.
Create closing allocation entries
- In the Navigation pane, highlight the General Ledger > Journal Entries > Allocation Entries folder.
- Click . The New Allocation Entry window opens.
- Enter a Reference about the allocation journal entry. You can use up to 12 characters. The value you enter here becomes the Activity Source on the new journal entry that is created when this allocation entry is processed.
- Enter a Description of the allocation entry.
- In the Step Level field, enter "99". Assigning the highest step level ensures the correct processing order.
- Select the Calendar for which you are creating closing entries.
- In the Begin Date and End Date fields, enter the dates of the first and last day of the fiscal year.
- Mark the Closing checkbox.
- If you need to prevent the allocation entry from being merged immediately, mark the Hold checkbox. When an allocation entry is flagged as "on hold" it can be processed to create a journal entry, but that entry will be on hold until the flag is removed.
- Select the Allocation Method for the entry. Your options are:
- Fixed Percentage. Use this method for allocations which are standard from period to period with predetermined allocation percentages. If you select this option, you will need to enter a percentage for each allocation detail line. The allocation amount is calculated by multiplying the source basis times the specified percentage to create balanced entries to the allocation and offset accounts. While you are not required to allocate 100% of the source, ActivityHD will warn you if you do not.
- Variable Ratio. Use this method to base allocations on general ledger data that may change from period to period. If you select this option, you will need to enter a variable ratio account for each allocation detail line. The period balance, period activity, or year-to-date activity for any statistical, budget, or financial account can be used to determine the allocation. The allocation amount is calculated by adding up the balances of the variable ratio accounts for all detail lines and then dividing each detail line's variable ratio amount by this total to derive the allocation percentage for each line. These calculated percentages are multiplied by the source basis to create balanced entries to the allocation and offset accounts. When using this method, 100% of source amount is always allocated.
- In the Source Basis field, select "YTD Activity".
- In the Source Account field, enter the account or account mask to use as the source of the allocation. If the account mask is too broad or too narrow to capture the accounts you need, use the Conditions field to exclude or include accounts from the selection.
- In the Offset Account field, enter the account or account mask to define the allocation offset account(s). When the allocation is processed, ActivityHD replaces wildcards in the offset account mask with the corresponding characters from each source account to build the offset account code(s). If you want the allocation to deplete the source account, enter a completely wildcarded offset account. Otherwise the allocation depletes the offset account.
- In the Detail table, perform the following steps for each journal entry detail line you need:
- In the Destination Account column, enter the retained earnings account to use for the closing entry.
- Use the Destination Attributes column if you want to override the source attributes for this part of the allocation. To do so:
- Click in the cell to open the Destination Attributes dialog.
- For each attribute, select how to determine the attribute item to use for this part of the allocation. Your options are:
- Source. Use the attribute item from the source account. This is the default option.
- Blank. Leave the attribute item blank.
- Specific. Specify the attribute item to use. If you select this option, the adjacent field is enabled so you can select the attribute item to use.
- Make a selection for each attribute represented.
- When you finish, click OK.
- Click in the cell to open the Destination Attributes dialog.
If you selected "Fixed Percentage" in the Allocation Method field, enter the percent to apply to the allocation basis in the Percentage column in order to determine the allocation amount for the detail line.
If you selected "Variable Ratio" in the Allocation Method field, do the following:
- In the Ratio Account column, select the account or account mask to use to calculate the allocation ratio for this allocation detail line. ActivityHD determines this detail line's ratio by adding up the ratio basis amounts and converting the numeric sign to match the financial sign (debit/credit) that you specify. If the result is zero, the detail line is ignored and no posting is made for the line.
- If you entered an account mask in the Ratio Account column and the mask is too broad or too narrow to capture the accounts you need, enter a condition statement in the Ratio Condition field to exclude or include accounts from the selection.
- From the Ratio Basis drop-down list, select how to determine the allocation ratio. Your options are:
- Period Activity. Use the period activity of the ratio account to determine the allocation ratio. Typically, you would use this basis if the ratio account is an income statement account (revenue or expense).
- Period Balance. Use the balance of the ratio account as of the period ending date to determine the allocation ratio. Typically, you would use this basis if the ratio account is a balance sheet account (asset, liability, or capital).
- YTD Activity. Use the year-to-date net activity of the ratio account to determine the allocation ratio.
- From the Sign drop-down list, select the financial sign of the allocation ratio factor. Your options are:
- Credit
- Debit
- Enter a Memo for the detail line if desired.
- When you finish, save the closing allocation entry.
Example
Consider the figure below:
The wildcarded source account includes all accounts for location "01". The expression in the Condition field further limits the source accounts to the revenue and expense accounts which are specified by limiting the range on "Main" to 4000 to 9999. The destination account is the retained earnings account for location "01". Since the percentage is 100%, the source revenue and expense accounts will be left with a zero balance.
Process closing allocation entries
- In the Navigation pane, highlight the General Ledger > Journal Entries > Allocation Entries folder.
- Right-click the Allocation Entries folder and select Select and Process from the shortcut menu. The Process Allocation Entries wizard starts.
- On the Selection tab in the Fields list box, highlight "Closing Entries".
- In the Closing Entries field, select "Closing Entries".
- Select the Process tab.
- Enter a Batch name.
-
Enter the Posting Date. For year-end closing entries, this date should be the last day of the fiscal year.
Note
During processing, ActivityHD finds the year containing the posting date and calculates the year-to-date activity for all source accounts through this date. This amount becomes the source amount and is posted with the opposite sign to the retained earnings account you specify. Each of the source accounts receive offsetting debits/credits to zero their balances.
- Click Next >>. ActivityHD prompts you to confirm that you want to process allocation entries.
- Click Yes. ActivityHD processes the allocation entries.
- Click Next >>. ActivityHD lists the entries created in the process.
- At this point, you can proof and merge the journal entries.
- Click Finish.
Note
Once you process a closing allocation, additional postings sometimes occur. If this is the case, you can close the period again. When you close again, ActivityHD reevaluates all postings and only posts the differences.
Delete an allocation journal entry
Allocation journal entries can be deleted with impunity.
To delete an allocation journal entry, highlight the allocation journal entry in the HD view and click 
, or open the allocation journal entry and select 
> Edit > Delete. In either case, ActivityHD prompts you to confirm your action. Click Delete to delete the allocation journal entry.
Purpose
The Allocation Entries Listing provides a list of allocation entries defined in your system. This report does not show the actual allocations created during processing but the entry definitions that the actual entries are based on.
Content
For each allocation entry included on the report, the listing shows:
- reference
- description
- step level
- calendar
- date range
- closing flag
- hold flag
- reverse flag
- source account
- source account description
- source account condition
- offset account
- offset account description
- allocation method
- source basis.
In addition, you can include one or more of the following:
- attributes for offset and destination postings (<Blank> and specific values only)
- detail
- detail memos
- timestamps
- memos
- custom fields.
The following total appears on the report.
- record count.
Print the report
- In the Navigation pane, highlight the General Ledger > Journal Entries > Allocation Entries folder.
- Start the report set-up wizard.
- To report on all or a filtered subset of allocation entries:
- Right-click the Allocation Entries folder and select Select and Report > Allocation Entries Listing from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To report on specifically selected allocation entries:
- In the HD view, select the allocation entries to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click
.
- To report on a particular allocation entry from the Allocation Entry window:
- In the HD view, locate and double-click the allocation entry to report on. The Allocation Entry window opens with the allocation entry loaded.
- Click .
- To report on all or a filtered subset of allocation entries:
- Select the Options tab.
- Mark the checkbox(es) for the additional information to include:
- Attributes
- Detail. If this checkbox is marked, the following checkbox is enabled:
- Detail Memos
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
- Select the Output tab.
- In the Design field, look up and select the report design to use.
- In the toolbar, click the icon for the type of output you want:
- Provides access to two preview options.- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
Data extensions
The following data extensions are available for the report:
- Allocation entries
- Allocation detail
Allocation Entry Record ID
A description of the allocation entry.
If the description is changed subsequently and there are detail lines with the original description, ActivityHD prompts you whether to copy the new description to those detail lines.
Allocation Entry tab
The step level at which the allocation will be applied. Step levels let you control the order in which allocations are applied. Use separate step levels for tiered allocations. All allocations on the same step level operate independently of one another.
Example
You could allocate a generic corporate overhead expense to each of your divisions using step level 1. Then, you could allocate each division's generic expense to departments within the division using step level 2.
Note
If you totally deplete a source account in step level 1, you can still use the original balance of that source account in other allocations in step level 1. However, if you reference that same source account on step level 2, level 1's allocation will be applied, and its balance will be zero.
The calendar which represents the allocation journal entry's period structure. The calendar determines the posting frequency and entry date.
Allocations can be processed multiple times during a calendar period. If there are changes to an allocation, correcting entries are made and the allocation can be processed again. If no changes are made to the allocation after it is processed, ActivityHD will not reprocess it.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Mark this checkbox to indicate that the allocation entry is a closing entry for the year.
Closing entries are used to allocate the year-to-date balances for revenue and expense accounts into the appropriate retained earnings accounts. Closing entries take effect after the end of the current year and before the beginning of the next year. Assign the highest step levels to closing entries to ensure they are processed after all other allocations.
You can view the General Ledger Detail Report with or without closing entries. To include closing entries, be sure to mark the Include Closing Entries from the Current Year checkbox on the Options tab.
Mark this checkbox to reverse the journal entries produced from this allocation entry at the beginning of the next period of the default calendar. You can see the reversing entries when you proof the new journal entry. When you merge the journal entry, the reversing entries will appear at the bottom of the merged journal entry.
Note
The amount of the reverse posting is obtained by reversing the numeric sign of the source posting amount, not by changing the "financial" sign (from DEBIT to CREDIT or CREDIT to DEBIT).
Example
Suppose you flag the following journal entry for reversal:
| 5060-01-A | Payroll Expense | 10/15/2014 | $10,000.00 | |
| 2070-01-A | Accrued Payroll | 10/15/2014 | $10,000.00 |
When the journal entry is merged, ActivityHD automatically includes the following detail lines for the reversal at the bottom of the merged journal entry:
| 5060-01-A | Payroll Expense | 11/01/2014 | $10,000.00- | |
| 2070-01-A | Accrued Payroll | 11/01/2014 | $10,000.00- |
Select how to allocate the source amount for journal entries produced from this allocation entry. Your options are:
-
Fixed Percentage. Use this method for allocations that are standard from period to period with predetermined allocation percentages. You are required to enter a percentage for each allocation detail line.
ActivityHD calculates the allocation amount by multiplying the source basis times the specified percentage thus creating balanced entries to the allocation and offset accounts. While you are not required to allocate 100% of the source, ActivityHD warns you if the percentages do not add up to 100%.
-
Variable Ratio. Use this method for allocations that are based on GL data and may change from period to period. For example, you may want to allocate inventory storage costs by department based on each department's sales volume. You are required to enter a variable ratio account for each allocation detail line. The period balance, period activity, or year-to-date activity for any statistical, budget, or financial account can be used to determine the allocation. 100% of the source amount is always allocated using this method.
ActivityHD calculates the allocation amount by first adding up the variable ratio account balances for all detail lines. Then, using that total as the 100% basis, the allocation percentage for each line is determined by dividing that line's variable ratio amount by the total. Finally, ActivityHD multiplies the source basis by the calculated percentage thus creating balanced entries to the allocation and offset accounts.
- Period Activity. Uses the period's net activity of the specified source account to determine the allocation basis. Typically, you should select this option if the source account is an income statement account (revenue or expense).
- Period Balance. Uses the balance as of the period ending date of the specified source account to determine the allocation basis. Typically, you should select this option if the source account is a balance sheet account (asset, liability, or capital).
- YTD Activity. Uses the year-to-date net activity of the specified source account to determine the allocation basis.
Select the account or account mask to use as the source of the allocation. ActivityHD calculates the amount to allocate by adding the source basis (period activity, period balance, or YTD activity) for all accounts which match the account mask.
Source accounts are used in conjunction with the offset account to determine which accounts to use for the allocation offset entry. A completely wildcarded entry in the Offset Account field results in each source account being depleted by the total amount of the allocation from that account.
Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.
Press F3 to look up the account.
If an account is already selected, you can press F4 to open the record in the Account window.
If the account mask you specified is too broad or too narrow to capture the accounts you need, enter a condition statement to exclude or include accounts. Accounts are included that satisfy both the condition and the account mask.
Press F2 to open the Account Conditions dialog box where you can build and verify a condition statement.
The account or account mask to use as the allocation offset account. When the allocation is processed, ActivityHD replaces wildcards in the account mask with the corresponding characters from the source account to build the offset account number.
If you want the allocation to deplete the source account, enter a completely wildcarded offset account; otherwise, the allocation will deplete the offset account.
If you want to keep all allocation entries separate from the original entries, you can create an allocation ledger and then specify a completely wildcarded offset account mask EXCEPT for the ledger code.
If you want allocations to perform straight-line depreciation rather than deplete the asset account with each month's depreciation, you can post the offsetting entries to the accumulated depreciation contra-asset account.
Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.
Press F3 to look up the account.
If an account is already selected, you can press F4 to open the record in the Account window.
For each of the attributes listed, select one of the following options:
- Source. Uses the attribute item from the source account.
- Blank. Leaves the attribute item blank.
- Specific. Lets you specify the attribute item to use. If you select this option, the adjacent field is enabled so you can select an attribute item.
If you want to override the source account, this is the account or account mask that will receive this part of the allocation. If you enter an account mask, all wildcards in the destination account will be replaced with the corresponding characters from the source account when the allocations are processed. Leave the field blank to use the source account.
Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.
Press F3 to look up the account.
If an account is already selected, you can press F4 to open the record in the Account window.
The attribute items assigned for this part of the allocation. The default is to accept the items from the source attributes. If you accept the defaults for all attributes, the value in this column is blank.
To specify the items to use for each attribute, click in the field to open the Destination Attributes dialog.
For each of the attributes listed, select one of the following options:
- Source. Uses the attribute item from the source account.
- Blank. Leaves the attribute item blank.
- Specific. Lets you specify the attribute item to use. If you select this option, the adjacent field is enabled so you can select an attribute item.
The percent to apply to the allocation basis to determine the allocation amount for the detail line. The source account is completely allocated when the total percentage reaches 100%.
The account or account mask that will receive this part of the allocation. If you enter an account mask, all wildcards in the destination account will be replaced with the corresponding characters from the source account when the allocations are processed.
Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.
Press F3 to look up the account.
If an account is already selected, you can press F4 to open the record in the Account window.
The account or account mask to use to calculate the allocation ratio for the detail line. ActivityHD determines the line's ratio factor by adding the source basis (period activity, period balance, or YTD activity) for all accounts which match the account mask and changing the numeric sign to match the financial sign (debit or credit) that you specify in the Sign column. If the result is zero, the line is ignored and no posting is made.
If the account mask you specified for the ratio account is too broad or too narrow to capture the accounts you need, enter a condition statement to exclude or include accounts. Accounts are included that satisfy both the condition and the account mask.
Press F2 to open the Account Conditions dialog box where you can build and verify a condition statement.
From the drop-down list, select how to determine the allocation ratio. Your options are:
- Period Activity. Uses the period's net activity to determine this line's allocation ratio. Typically, you will use this option if the ratio account is an income statement account (revenue or expense).
- Period Balance. Uses the balance as of the period ending date to determine this line's allocation ratio. Typically, you will use this option if the ratio account is a balance sheet account (asset, liability, or capital).
- YTD Activity. Uses the year-to-date net activity to determine this line's allocation ratio.
From the drop-down list, select the financial sign of the allocation ratio factor. Your options are:
- Debit
- Credit
Custom tab
This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.
Fields subtab
This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.
References subtab
This tab is visible if other records reference the current record.
Example
Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.
Exchange Folder subtab
This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified Exchange folder.
File subtab
This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.
This tab renders the contents of the specified file according to its file type.
Internet Address subtab
This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified web page.
Network Folder subtab
This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified network folder.
Journal Entries tab
The Journal Entries pane shows the Journal Entries HD view filtered to show all journal entries for the selected allocation entry.
Double-click a row in the pane to drill down to its record in the Journal Entry window.
Attachments tab
The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.
Other tab
Allocation entries security
Common accesses available on allocation entries
| Access | A user with this access can... |
|---|---|
| Change | Use the mass change action on allocation entries. |
| Custom Fields | Create and edit custom fields for allocation entries. |
| Data | Have read-only access to allocation entries from anywhere in the software (e.g., field validations, filters, date expressions). |
| Delete | Delete allocation entries. |
| Edit | Edit allocation entry records. |
| Export | Export allocation entry records from ActivityHD. |
| Import | Import allocation entries into ActivityHD. |
| New | Create new allocation entries. |
| Read | Have read-only access to allocation entry records. |
| Report | Run reports with allocation entry information. |
| Report Designs | Create and edit report designs with allocation entry information. This access enables the Report Designs button on the Output tab of report dialogs. |
| Shared Answers | Create and edit action profiles and report profiles related to allocation entries. |
| Shared Filters | Create and edit shared filters on allocation entries. |
| Visible | View the Allocation Entries folder in the Navigation pane. |
Special accesses available on allocation entries
| Access | A user with this access can... |
|---|---|
| Process | Process allocation entries to produce new journal entries which allocate amounts to accounts as designated. |
Account Conditions
If the account mask you specified in the field that accompanies the Condition field is too broad or too narrow to capture the accounts you need, enter a SQL condition statement here to exclude or include accounts. Accounts are included which satisfy both the condition and the account mask.
If you entered a condition in the underlying field, it is carried over into this text box.
Alternatively, you can use the table below to describe the conditions you need and ActivityHD will build and add the conditions to this text box.
Report Email dialog
- Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
- Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
- Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
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