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On this panel you allocate the entered amount or quantity over a number of periods; manually, evenly or according to a calculation curve. Allocation can be made within one accounting year or two adjacent accounting years. The allocation can be made both for pure G/L transactions, and the G/L postings that are made for invoices and payments.
For pure G/L transactions you work in the following way:
If the allocation is made to correct a posting which was charged to only one period, you make a counter booking first in the same period on the G/L transaction entry panel. Then you state the same amount/quantity, with reversed sign, and the same account, but click Add instead of clicking OK to come to this panel.
On this panel you define the period range for the allocation and enter the temporary account from which the allocation amount/quantity should be taken each period. A calculation curve can be entered, if the allocation should not be made evenly over the periods. Then click Calculation/Update to calculate, and if you are satisfied with the proposal, you click Calculation/Update once again to update the allocation transactions, and return to the previous panel. The balance of the entries is now zero.
For A/R and A/P transactions you work in the following way:
The original transaction amount/quantity to allocate is entered on the G/L postings entry for A/R – A/P documents panel together with the income or expense account on which the actual postings should be made in each allocation period. Then you click Add.
On this panel you define the period range for the allocation and enter the account for deferred income or prepaid expenses. A calculation curve can also be entered. Then click Calculation/Update to calculate, and if you are satisfied with the proposal, you click Calculation/Update once again to update the allocation transactions, and return to the previous panel. The balance will be zero, since the posting to the control account has been made automatically by the system.
Function keys
| Calculation/Update | This key is used both for allocating the amounts/quantities and for updating the allocated amounts/quantities. |
- Entered amount
- Displays the transaction amount to allocate.
- Entered quantity
- Displays the transaction quantity to allocate.
- To account
- Displays the account combination of the original transaction to which the allocated amounts/quantities eventually should be posted.
- Base account
- Enter the account combination from which the allocation amounts/quantities should be taken, i.e. the temporary asset or liability account. The cursor is automatically placed in the field for the main account part. The system automatically checks that the accounts you state exist in the Account file, that they are active, and that entries can be made on them. The system also checks the combination code for the main account part.
Any optional account parts that you do not complete with an account number, will be completed with asterisks. You can also enter a pseudo account in the main account part field. The remaining account fields should then not be completed.
- Start period
- The system proposes the period of the original transaction as start period for the allocation transactions. You can change the period to another open period in the same year as long as it is within the limits for how many periods back or into the future you may post transactions.
- End period
- The system proposes the last period in the same accounting year as the end period for the allocation transactions. You can change the period to another open period in the same year or next year as long as it is within the limits for how many periods back or into the future you may post transactions.
- Calculation curve
- To use another distribution than an even one for the allocation amounts, enter a curve from Work with budget curves. The system will allocate the amounts according to the individual weights for each selected period as defined for the curve. A manual allocation can also be made.
- Per
- Displays all the valid allocation periods, from the start period you entered up to the last period in the accounting year.
- Amount
- Displays the amounts that have been allocated according to the selections you have made. You can change the allocations freely, as long as the total allocated amount is the same as the original amount.
- Quantity
- Displays the quantities that have been allocated according to the selections you have made. You can change the allocations freely, as long as the total allocated quantity is the same as the original quantity.
- Allocated amount/qty
- Displays the total allocated amount and/or quantity. To be able to update the allocation transactions, this amount/quantity must be the same as the original entered amount/quantity.
- Difference
- If there is a difference between the original entered amount/quantity and the total allocated amount/quantity, it will be shown in this field. You must then post the difference to any of the periods to be able to update your transactions.