Use this function to define the dimensional allocation setup to reallocate expenses or revenues whose final allocation criteria were not known at the time of the transaction. You can define rules to reallocate analytical amounts and/or quantities already entered on analytical accounts and dimensions to another dimension and optionally a different account.

After defining the setup, use the Dimensional allocations function (CPTDSPANA) to reallocate amounts. You can run the process on one of two calculation options:

Examples of when you could need to reallocate previously entered amounts:

  • The allocation of overhead expenses that cannot be posted directly to a dimension specified upon entry.
  • The allocation of indirect expenses while keeping the original information on their type and global amount.

SEEWARNING Allocations are performed within a dimension type.

Prerequisite

SEEREFERTTO Refer to documentation Implementation

Screen management

Entry screen

The main allocation setup is defined in a single table where each line specifies unique allocation criteria and terms. You can define a single structure for all terms of a secondary allocation.

The allocation structure criteria and terms are mainly characterized by:

  • The amount to allocate
  • The allocation calculation
  • The destination dimension(s)

The order of the lines determines the allocation order.

Amount to allocate

This amount is determined by crossing, on a given dimension type:

  • The dimension(s) to allocate
  • The type(s) to allocate

The type(s)/dimension(s) combination corresponds to the entered posting. It is also possible to allocate only part of the total amount, depending on the defined percentage.

Original and destination accounts

It is possible to provide the analytical posting generated by calculating the allocation structure with a specific account to distinguish each dimension (original and destination dimension) from the original accounts (corresponding to a direct posting) and the allocation accounts (corresponding to a secondary allocation).

Header

Ledger (field LED)

This field displays the code for the current ledger.

Allocation (field COD)

The basic identification key for the distribution structure in the table is its code, which is based on one to ten alphanumeric characters.

By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user.
You can add your translation in another language using the Translation function:

  • Click Translation from the Actions icon in the corresponding field.
  • In the Translation window, add a new language code with the translation in this language.

A user who logs on with this language will view the short description, long description or column header in their connection language if a translation exists. Otherwise, these descriptions will be available in the folder language.

SEEINFO The connection language must be defined as a default language for thefolder.
Description (field DESTRA)

The title is used by default in the printouts and entry masks.
Short description (field SHOTRA)

The short description replaces the standard description when display or print constraints require it.

By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user.
You can add your translation in another language using the Translation function:

  • Click Translation from the Actions icon in the corresponding field.
  • In the Translation window, add a new language code with the translation in this language.

A user who logs on with this language will view the short description, long description or column header in their connection language if a translation exists. Otherwise, these descriptions will be available in the folder language.

SEEINFO The connection language must be defined as a default language for thefolder.

Identification

Start date (field VLYSTR)

Enter start and end dates to limit when the allocation setup can be used.
End date (field VLYEND)
Access code (field ACS)

This access code is used to restrict the access to the allocation setup according to the user profile. If this field is assigned, only the users who have this access code in their profile can modify or use this setup. According to the rights granted, the following operations are possible:

  • Inquiry: Allows this record to be referred to.
  • Modification: Allows this record to be modified.
  • Completion: Allows this setup to be used in the Dimension allocations function (CPTDSPANA).
Processing based on balances (field BLAFLG)

Select this check box to run the dimension allocation process (CPTDSPANA) and calculate amounts to reallocate based on the analytical balances only. In that case, the Starting allocation and Ending allocation periods align with the start and end dates for fiscal year periods.

If this check box is not selected, the process runs on journal entries and analytical balances. See the limitations when the allocation has multiple lines.

Grid Setup

Type (field TYP)

The allocation type controls the calculation method for the amount that will be posted to the destination dimension(s). This amount can be:

  • Calculated based on the quantity of allocation non-financial units entered into the selected receiving dimension(s)
  • Calculated based on the balance in amount or on the quantities consumed at a given date
    • on the selected destination dimension(s)
    • for the defined allocation type

Three allocation types are suggested:

1. Entered
The allocation of the type/dimension combination to be allocated is carried out in proportion to the quantities of non-financial units recorded at the dimensions level. Those dimensions with no allocation non-financial unit (defined in the Allocation non-financial unit field) are not impacted. The allocation is therefore carried out for the account to be allocated. If the latter is not entered, then the allocation is carried out for each type in turn.

For example:
Electricity expenses need to be allocated (type of the expenses to be allocated: "Overhead expenses"). These electricity expenses are posted to an "Energy" dimension when they are reported for workshops that consume electricity ("Workshop1" and "Workshop2"). The chosen allocation non-financial unit is the kW. The allocation is going to take place over these two dimensions in proportion to the quantities of allocation non-financial unit entered on these two dimensions. Let us assume that the amount posted to the "Energy" dimension is EUR 1,000.

Dimension

Nf-U (kW)

Allocated amount 

 Workshop 1

 6.000

 325

 Workshop 2

 10.000

 625

2. Calculated (Amt)
The allocation is carried out in proportion to the balance of the dimensions corresponding to the receiving dimension template for the allocation type (Allocation type field). The allocation concerns the type to be allocated. If it is not entered, it is executed successively for all the types.

For example:
An "Administration" dimension to which advertising expenses have been posted (type to be allocated: "Advertising"). The purpose is to allocate these advertising expenses on the other departments in proportion to the amount of sales of each department (allocation type: "Sales). If the advertising expenses are EUR 5,000.

Dimension

Sales (EUR)

Allocated amount 

Department 1

 70.000

 3.500

Department 2

 30.000

 1.500

3. Calculated (Qty)
The allocation is carried out in proportion to the quantities of the non-financial unit of the allocation type (Allocation type field) actually consumed (or produced) by the dimensions corresponding to the receiving dimension template. This means that it must be possible to enter a non-financial unit on the allocation type and that a quantity for said non-financial unit has been properly entered at the level of each invoice or journal. The allocation concerns the type to be allocated. If it is not entered, it is executed successively for all the types.

For example:
An "Administration" dimension to which advertising expenses have been posted (type to be allocated: "Advertising"). The purpose is to allocate these advertising expenses on the other departments (dimensions) in proportion to the turnover achieved by each department. In other words, the turnover is going to be allocated in proportion to the quantities of the non financial unit of the "Sales" allocation type, entered for each service. Going back to the last example, the allocation will be as follows for the advertising expenses for an amount of EUR 5,000.

Dimension

Sales (EUR)

Allocated amount 

Department 1

 20.000

 1.000

Department 2

 80.000

 4.000

Enter the analytical dimension view related to this allocation setup.
  • Dimension to distribute (field CCEREF)

Enter the dimension to be allocated, which will be closed by the allocation.
You can use the * and ? wildcards to allocate several dimensions in succession.
The * wildcard alone means that all dimensions are included by the allocation setup.

 

Enter the chart of accounts for the account to distribute. This chart of accounts is linked to the current ledger.

  • Account to distribute (field ACCREF)

Enter the account to distribute, which is the account that will be closed by the distribution. You can use the * and ? wildcards to distribute several accounts in succession. If all the accounts of the dimension to distribute need to be closed, this field should be left empty. The * wildcard alone means that all types are included by the distribution.
  • % (field PRC)

Specify the percentage (from 0 to 100%) of the amount (quantity) to be allocated.
If this percentage is less than 100%, the account(s)/dimension(s) combinations will not be fully closed.

If the percentage is not specified, the amount will be distributed equally among all the accounts. 
  • Distribution account (field ACCDSP)

For a "Calculated" Distribution type, enter the distribution account.
This account is used to calculate the coefficients. Depending on the chosen distribution type, the distribution will be carried out in proportion to the amounts or quantities posted to this account.
Only those dimensions that benefit from a posting to this account are involved in this distribution.

For an "Entered" Distribution type, enter the distribution non-financial unit. This non-financial unit will be used as the basis for the prorate distribution calculation to the receiving dimensions.
Only those dimensions that contain a value for this unit will act as "receiving" dimensions to the distribution and will consequently be involved in this setup.
Regardless of the percentage to distribute, if the non-financial unit is not defined, the distribution prorate share will be calculated on the basis of the receiving dimensions.

The distribution group is an entered distribution key, which is a list of analytical dimensions with coefficients. In a group, the distribution percentage in each account can be specified. Otherwise the distribution will be carried out equally to each account. 

  • Receiving dimension (field CCERCP)

The amounts to be allocated are assigned to the receiving dimensions in proportion to the non-financial unit or the allocation account. At the analytical entry level, the receiving dimensions are the counterpart of the dimensions to be closed. Only the dimensions that correspond to the template indicated here will "receive" the analytical allocation. For example, X* for the dimensions starting with X. The wildcards * and ? can be used.

  • Source account (field ACCORI)
  • Destination account (field ACCDEN)

Option

Include first dimension type only (field FRWCCE)

If this check box is selected: During the allocation, only the dimensions of the dimension type to be distributed are entered.

If this check box is not selected: During the allocation, the sections of the other displayed dimension types are entered on the entry lines generated.

Specific Buttons

Ledger

This button is used to select a ledger displayed in the selection list based on available allocations.

SEEINFO On opening the function, it retrieves by default the first ledger (alphanumerical order) for which an allocation group has been created.

Limitations

Multiple allocation lines

When an allocation setup is defined with several lines and allocation rules, these lines are independent from one another when Processing based on balances is not selected:

  • The reallocation journal entries generated by the upper lines are not taken into account by the subsequent allocation lines when amounts to reallocate are calculated.
  • The Dimensional allocation (CPTDSPANA) process excludes all the journal entries that have been generated by the allocation code in process from amounts to reallocate.

If the Processing based on balances check box is selected, when the reallocation journal entries are created, the analytical balance is automatically updated and it is no longer possible to identify the original amounts from the reallocated amount from previous lines.

Distribution allocation is run on a manual ledger type linked to an automatic ledger type

Whether the Processing based on balances check box is selected or not, the following case is not managed:

  • The amount to allocate, in the document transaction currency, is different from zero.
  • In the manual reallocated ledger type, the amounts in document currency and ledger currency have a given sign.
  • In the automatic ledger, the sign of the ledger amount is the reverse of the one in the linked reallocated ledger type.

The reallocation process then generates journal entries where the sign of the ledger amounts is wrong on the automatic ledger.

The KRU - Russian legislation activity code must be active to use the double-entry method for a company.

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

Mandatory field

This field must have a value.

Tables used

SEEREFERTTO Refer to documentation Implementation