You can use this routine for apportioning fixed or variable overheads on your monthly or annual accounts. It can also be used for fixed and dynamic calculations.
For calculation and redistribution transactions you determine your own rules based on fixed percentages or on a dynamic base which is constantly changing, i.e., either amounts, quantities, statistical values or budgets. These types of transactions are ideal for operations that require Activity Based Costing.
In the routine, strict “into account” and “into contra account” handling is used. The into accounting postings will receive the same sign as the base transaction and the into contra accounting postings will receive reversed sign compared to the base transaction. The calculation/redistribution percentage must be positive.
The system creates the posting automatically based on the rules you set up in the calculation and redistribution files for the account combination and voucher type on which you make the original entries. The way automatic calculation/redistribution postings are created is defined in the G/L control file. You can define two different kinds of calculation and redistribution:
- Fixed calculation and redistribution, which creates postings based on a fixed percentage of the original entry.
- Dynamic calculation and redistribution, which creates postings based on a fixed percentage of the original entry, but apportioned according to budget or actual amount, quantity, etc.
When you set up the rules, the following example applies:
Enter a “from” date, e.g. 120101 (1 January, 2012). Enter a “to” date, e.g. 121231 (31 December, 2012). On January 15, 2013, you enter a G/L posting with voucher date 121225 (25 December, 2012). If you then run a direct creation, the calculation/redistribution is performed as the voucher date 121225 is within the entered range.
However, if you choose a batch creation, then the calculation/redistribution is not performed since the current date 130115 is not within the entered range.
You can decide between two alternatives when you want the automatic postings to be created and posted. These are:
- When you update the base transactions and transfer them to the General Ledger.
- Delayed, when you run the batch program for calculation and redistribution update, e.g. at the end of each period.
The different tasks in the routine should be executed in the following order.
- Create the base account records.
- Set up the applicable rules for fixed/dynamic calculation/redistribution.
- Create dynamic base percentages, if dynamic calculation/redistribution is used.
- Create the calculation/redistribution transactions in batch, unless only direct calculation/redistribution is used.
Enquiries and printouts
- G/L transaction enquiry – displays all the updated postings in the General Ledger.
- G/L transaction details enquiry – displays detailed postings from G/L transaction log file.
- Calculation/redistribution list – displays the calculation and redistribution rules (fixed and dynamic) that exist in the system. Select the Print calculation/redistributions menu item to print the applicable list.
- A work list, that displays all postings that will be created according to your rules and selection. Only voucher numbers of the base transactions will be printed on the work list for your information, since the automatic postings will receive their voucher numbers first when the actual update is done, one voucher number per journal. The accounting period will be the same period as for the base transaction, and the voucher date will be the actual date of the update. You print this when you do the simulation, see Create calculation/redistribution transactions in batch for more details.
- G/L transaction detail journal – displays each individual transaction before summation. Voucher data for the base transactions will also be printed for your information, if the automatic entries have not been summarised.
Code Description Base The original transaction CAF Calculated with fixed percentage REF Redistributed with fixed percentage CAB Calculated on a base balance (dynamic). Not restricted to one level. REB Redistributed on a base balance (dynamic). Not restricted to one level. CROL Calculated or redistributed on a base balance (dynamic). Restricted to one level. You receive this list when you update the transactions. See About starting/closing manual transaction entry for more information of all lists you receive when you update.
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