Allocation rules (PM207500)

This topic gives you information about the elements that you find in this window in Visma Net, such as fields, field values, buttons, and check boxes.

Your company can have such expenses as office rent or administrative expenses that are posted to the general ledger but not classified against projects and not presented in the project budget. For a more accurate estimation of the project profitability, you can capture such expenses as the project overhead by allocating the project.

To calculate the overhead for projects, you create an allocation rule. Using this allocation rule, the system creates allocation transactions based on the project transactions posted to a particular account group or specific groups. These allocation transactions post the calculated overhead amount to the specified account group.

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

  • White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

    • space: the result contains the words in any order,

    • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

  • Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.

By using the elements in this area, you can specify the settings for a new rule or select an existing rule to view or modify its details.

Element Description
Allocation rule The unique identifier of the rule.
Description The description of the allocation rule.

In the left pane, you define the sequence of steps for the selected allocation rule.
You then define the actual calculation rules and allocation settings for each step by using the tabs in the right pane.

Element Description
Step ID The identifier of the step in the allocation rule.
Description The description of the step.

For a step selected in the left pane, you can specify which transactions to use as the base for allocation and how to generate the resulting transactions.

Column Description
Allocation method

The method to be used for allocation. Select one of the following options:

  • Allocate transactions - The system calculates the amount to allocate by using the underlying transactions and their amounts.

    You use this option to implement a time and materials or cost-plus-project scenario in which the project total is calculated as a percentage of its costs.
  • Allocate budget - The system calculates the amount to allocate as a percentage of the task budget (other amounts are ignored and not used in calculations).
    You use this option to implement a fixed-price project scenario in which the project total is predefined by a budget.
Create allocation transaction If you select this check box, the system will create the allocation transactions resulting from this step.

If you do not select this check box, the resulting transactions will be placed on a clipboard until used by another allocation step.

Element Description
Select transactions

The way the system should select the transactions to be used as the basis for generating allocation transactions in this step. Select one of the following options:

  • Not allocated transactions - The step will be applied to original project-related transactions that were not allocated.

    If you select this option, the fields Account group from and Account group to become available.
  • From previous allocation steps - The step will be applied to the transactions generated for previous steps and placed on the clipboard.
    If you select this option, the fields Range start and Range end become available.
Account group From

The account group that starts the range of account groups whose transactions are involved in this allocation step.

(The account groups are ordered alphabetically.)

This field is only available if the From previous allocation steps option in the Transaction options section is selected.
Range start

The starting step that opens the range of previous steps ,so that their allocation transactions can be used by the current step.

This field is only available if, under the Select transactions, you have selected the option From previous allocation steps.
Account group To

The account group that ends the range of account groups involved in this allocation step.

(The groups are ordered alphabetically.)

This field is only available if, under the Select transactions, you have selected the option From previous allocation steps.
Range end

The step to end the range of previous steps whose allocation transactions will be used by the current step.

This field is only available if, under the Select transactions, you have selected the option From previous allocation steps.
Element Description
Rate type The rate type to be used for this step of the allocation rule.
If @Rate is not defined

The default action you want the system to perform if the value for the @Rate has not been defined after execution of the step.

Select one of the following options:

  • Set @Rate to 1 - To set the @Rate to 1.
  • Set @Rate to 0 - To set the @Rate to 0.
  • Raise error - To show the error message and stop processing.
  • Do not allocate - To skip the generation of the allocation transactions.
Element Description
Quantity formula

The formula you want to use to calculate the quantity for allocation transactions.
Click to open the window.

You can also use other transaction parameters to calculate the quantity. The resulting value is normally used to track task or project completion or the total quantity for the task or project.

Formula invoiceable qty.

The formula for calculating the invoiceable quantity for allocation transactions.
Click to open the window.

You can also use any other transaction parameters to calculate the invoiceable quantity. Generally, you use this field to define the quantity for which you will charge the customer during invoicing.
Amount formula

The formula for calculating the amount of allocation transactions.
Click to open the window.

You can also use any other transaction parameters to calculate the amount. The resulting value is normally used to track task or project completion or the amount for the task or project.

Description formula

The formula you can use to generate the descriptions for allocation transactions.
Click to open the window.

If you use this step of the allocation rule to accumulate invoiceable amounts, the text the formula generates will be displayed on the invoice.

On this tab, for the step selected in the left pane, you can specify how to allocate the project amounts to specific accounts and account groups.

Element Description
Post transaction to General ledger If you select this check box,the allocation transactions will be posted to the general ledger.

If you do not select this check box, the transactions are not posted to the general ledger. Instead, they are only used to track analytical or statistical information for projects, and you can only specify account groups (not accounts) in the Debit transaction and Credit transaction sections.
Reverse allocation

Indicates when the allocation transactions should be reversed. Select one of the following options:

  • On invoice release - The allocation transaction is reversed immediately after the release of the invoice generated on the basis of this allocation transaction.
  • On project invoicing - The allocation transaction is reversed immediately after the invoice is generated on the basis of this allocation transaction.
  • Never - The allocation transaction is never reversed.
Date source

Indicates how the date for the allocation transactions is defined. The following options are available:

  • Original transaction - Take the date from the original transaction.
  • Allocation date - Use the date of the allocation.
Create transaction with zero qty. If you select this check box,the system will create the allocation transaction, even if it has a quantity of zero.

As a result, such transactions will be available in the invoice after you run invoicing.

If you do not select this check box, the system will not create transactions with zero quantities.

Create transaction with zero amount If you select this check box,the system will create the allocation transaction, even if it has an amount of zero.

As a result, such transactions will be available in the invoice after you run invoicing.

If you do not select this check box, the system will not create transactions with zero amounts.

Create non-invoiceable transaction If you select this check box,the system will create the allocation transaction, even if it is not invoiceable.

As a result, such transactions will be available in the invoice after you run invoicing.

If you do not select this check box, the system will not create transactions that are not invoiceable.

Can be used as source in another allocation When this is selected, you can use it as a source in another allocation.
Element Description
Project

Two fields that you can use to select the project for the allocation’s debit transactions.

In the left field, choose one of the following options:

  • Use source - Use the project specified in the original transaction.
  • Replace - Enables the field on the right, where you can click to specify the project for the allocation’s debit transactions.
Task

Two fields that you can use to select the task for the allocation’s debit transactions.

In the left field, choose one of the following options:

  • Use source - Use the task specified in the original transaction.
  • Replace - Enables the field on the right, where you can click to specify the task for the allocation’s debit transactions.
Account group

When the Post transaction to general ledger check box is selected for the current allocation step, you see two fields. If not, you see one.

In the left field, choose one of the following options:

  • Use source - Use the account group specified in the original transaction.
  • Replace - Enables the field on the right, where you can click to specify the account group for the allocation’s debit transactions.

In the right field, you can (if the above mentioned check box is selected) select the account group for the allocation’s debit transactions.

Account origin

Two fields that you can use to select the account for the allocation’s debit transactions.

These fields are available only if you have selected the Post transaction to general ledger check box for the current allocation step. In the left field, choose one of the following options:

  • Use source - Use the account group specified in the original transaction.
  • Replace - Enables the field on the right, where you can click to specify the account group for the allocation transaction. In the field to the right, you can only select an account that is included in an account group.
  • Credit source - To have the system generate an allocation transaction that debits the credit account of the underlying (source) transaction.
Subaccount

Two fields that you can use to select the subaccount for the allocation’s debit transactions.

These fields are only available if the Post the transaction to the general ledger check box is selected for the current allocation step.

Use the left field to specify the subaccount mask to be used to generate subaccounts for this step. To specify the mask, for each segment, select the source of segment values, which can be one of the following options:

  • A: The subaccount that is associated with the current allocation step and specified in the right field.
  • P: The default subaccount of the project.
  • S: The subaccount from the source transaction.
  • T: The default subaccount of the project task.
Element Description
Project

Two fields that you can use to select the project for the allocation’s credit transactions.

In the left field, choose one of the following options:

  • Use source - Use the project specified in the original transaction.
  • Replace - Enables the field on the right, where you can select the project for the allocation’s credit transactions.
Task

Two fields that you can use to select the task for the allocation’s credit transactions.

In the left field, choose one of the following options:

  • Use source - Use the task specified in the original transaction.
  • Replace - Enables the field on the right, where you can click to specify the task for the allocation’s credit transactions.
Account group

Two fields that you can use to select the account group for the allocation’s credit transactions.

These fields are only available if the Post transaction to general ledger check box is selected for the current allocation step.

In the left field, choose one of the following options:

  • Use source - Use the account group specified in the original transaction.
  • Replace - Enables the field on the right, where you can click to specify the account group for the allocation’s credit transactions.
  • Replace - Do not use an account group.

In the right field, you can (if the above mentioned check box is selected) select the account group for the allocation’s credit transactions.

Account origin

Two fields that you can use to select the account for the allocation’s debit transactions.

These fields are available only if you have selected the Post transaction to general ledger check box for the current allocation step.

In the left field, choose one of the following options:

  • Use source - Use the account group specified in the original transaction.
  • Replace - Enables the field on the right, where you can click to specify the account group for the allocation transaction. In the field to the right, you can only select an account that is included in an account group.
  • Credit source - To have the system generate an allocation transaction that debits the credit account of the underlying (source) transaction.
Subaccount

Two fields that you can use to select the subaccount to be used for the allocation's credit transactions.

These fields are available only if the Post transaction to General ledger check box is selected for the current allocation step.

Use the left field to specify the subaccount mask to be used to generate subaccounts for this step.

To specify the mask, for each segment, select the source of segment values, which can be one of the following options:

  • A: The subaccount that is associated with the current allocation step and specified in the right text field
  • P: The default subaccount of the project
  • S: The subaccount from the source transaction
  • T: The default subaccount of the project task

Use the right field to select the subaccount if the A option is selected at least for one segment.
Element Description
The Aggregate transactions section

A set of check boxes that control how the system breaks the underlying transactions into groups when it generates the corresponding project transactions.

You can also group transactions by using multiple criteria.

For instance: If you apply grouping by employee and by item, Visma Net first breaks the underlying transactions by employee and then combines the transactions within the groups by stock items.

The amount of each resulting transaction will be a sum of all transaction amounts in each subgroup.

  • By date: Groups the underlying transactions by date
  • By employee: Combines the underlying transactions by employee
  • By supplier: Combines the underlying transactions by supplier or customer
  • By item: Combines the underlying transactions by stock item.

Related concepts

About allocating transactions

Related tasks

Set allocation rules