Allocations (GL204500)

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.

By using this window, you can create, modify, or delete allocation templates.
For more information on creating and using allocation templates and performing allocations, see: About allocation rules.

This window is available only if the Allocation templates functionality is enabled in the Enable/disable functionalities (CS100000) window.

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.

You use the elements in this area to select an existing allocation or to provide the settings for a new allocation.

Element Description

Allocation ID

The unique ID of the allocation.

The system generates IDs in accordance with the numbering series selected for allocations on the General ledger preferences (GL102000) window.
Description

A detailed description of the allocation.

The alphanumeric string may contain as many as 30 characters.

Active

A check box that indicates (if selected) that the allocation is active.

This tab contains general settings for an allocation.

Element Description

From period

The first financial period when allocation may be applied.

To period

The last period when allocation may be applied.

Recurring

A check box that indicates (if selected) that the allocation is recurring (that is, should be applied each year for each of the specified periods).

Allocation method

The way the allocation amount should be collected from the source accounts. Select one of the following options:
  • By account PTD:
    The period-to-date amount should be collected from the source accounts.
  • From prev. allocation:
    The amount accumulated since the last allocation should be collected from the source accounts.

If it is important for you to have the allocation batch on the same financial period as the source document, select By account PTD.

If it is more important to allocate all transactions that are not yet allocated, no matter what financial date the source document has, select From prev. allocation.

Distribution method

The way the allocated amount is distributed over the destination accounts.
The following options are available:
  • By percent:
    The source amount is distributed among destination accounts by percentages, which are set in the Destination accounts tab of this window.
    The total is 100 percent.
  • By weight:
    The amount is distributed between destination accounts by user-defined coefficients, which are set on the Destination accounts tab of this window. The total is not defined.
  • By destination account PTD:
    The amount is distributed between the destination branches proportionally to period-to-date balances of the destination accounts in the allocation ledger or proportionally to PTD balances of the base accounts of the base branches in the base ledger if it is specified or in the allocation ledger if the base ledger is not specified.
  • By destination account YTD:
    The amount is distributed between the destination branches proportionally to year-to-date balances of the destination accounts in the allocation ledger or proportionally to YTD balances of the base accounts of the base branches in the base ledger if it is specified or in the allocation ledger if the base ledger is not specified.

Allocation ledger

Required.

The ledger to which journal entries generated for the allocation are posted. You can select a ledger of the following types:
Actual, Statistical, Budget, or Reporting types.

Source ledger

Required.

The specified ledger is used to calculate an amount to be allocated.

Base ledger

An optional property used only for the distribution methods By destination account YTD and By destination account PTD.
If specified, it is used to calculate the proportions for distributing allocation amounts among the destination accounts.
If the base ledger is not specified, the allocation ledger will be used for calculating proportions.

Sort order

An integer specifying the order in which this allocation should be applied if there are several allocation for the same period.
Those with lower values should be applied first.

Last revision date

The last date when the revision of an allocation was made.

The Source accounts tab contains the list (in a tabular format) of accounts in the allocation ledger which will be used as allocation source.

Column Description

Branch

The branch whose accounts will be the source of allocation amounts.

Account

The account or accounts (if you use a grouping mask) that will be the source of the allocation amount.
To use a grouping mask, specify characters common for all account identifiers and use ? as a wildcard character to designate varying characters in the accounts.

If you want to specify common characters only at the beginning of the segment, you may leave the rest of segment blank.
You need not type ? in every position, but if you want to specify characters at the beginning and at the end of the same segment, type ? in the positions between them.

For example: The mask 110____ selects all the accounts in which identifiers start with 110.
The mask 310???5 selects the accounts in which identifiers start with 310 and end in 5: 3100005, 3100015, 3100195, and so on.

Subaccount

The subaccount for the accounts that will be the source of the allocation amount.
You can use a grouping mask to specify a group of subaccounts. Select a segment and press F3 to select a value common to all subaccounts you want to view; leave the segments blank if they can have varying values in the subaccounts.

If you want to specify only several characters in a specific segment, type ? in other positions of the segment.

For example: You could use the mask Dept1/Product2/__/__ or Dept?/Product?/__/__, where / is a segment separator character.

Optional.

The account from which the allocated amount will be actually deducted. You may not use a grouping mask here.

Contra subaccount

Optional.

The subaccount for the specified contra account. You may not use a grouping mask here.

Amount limit

The maximum amount that may be allocated from each account grouped by the account and subaccount masks within one period (so that if the accounts are grouped by the account and subaccount masks, the limit will be specific for each such account).

Percentage limit

The percentage of the balance that may be allocated from each account grouped by the account and subaccount masks.

The default is 100 percent.

This tab contains a list (in a tabular format) of the destination accounts for the allocation, which you can use to specify how the allocation amount is to be distributed between accounts of specific branches. For details on using this tab, see: About allocation rules.

Column Description

Account

An account that will be the destination of the allocation amounts.

Subaccount

An subaccount that will be the destination of the allocation amounts.

Base branch

(Optional and available only if Distribution method is set to By destination account PTD or By destination account YTD.)

The base branch, whose account balances should be used to calculate a proportion for distributing the allocation amount between the destination accounts of the destination branches. For this, the system uses the base branch's account balances in the ledger specified in the Base ledger field on the Allocations tab.

If no base ledger is specified, the system uses the allocation ledger.

If no base branches are specified in this column, no base accounts and base subaccounts are specified in the respective columns, the system distributes the allocation amount between the destination branches proportionally to YTD or PTD balances of the destination accounts (with corresponding subaccounts). If only the base branches are not specified, the system uses the destination branches for calculate proportions based on the balances of base accounts.

(Optional and available only if Distribution method is set to By destination account PTD or By destination account YTD.)

The base account for the allocation. The allocation amount will be distributed between the destination branches according to the current PTD or YTD balances of the base accounts for the base branches. For this calculation, the system uses the account balances of the branches (for the base subaccounts) in the base ledger (specified in the Base ledger field on the Allocations tab).

If no base branch is specified, the system uses the destination branch.

If no base ledger is specified, the system uses the balances of the base accounts in the allocation ledger.

Base subaccount

(Optional and available only if Distribution method is set to By destination account PTD or By destination account YTD.)

The base subaccount for the allocation.
The allocated amount will be distributed according to the current PTD or YTD balances of the base accounts under the specified base subaccounts in the base ledger for the base branch.

If no base branch is specified, the system uses the destination branch.
If the Base ledger is not specified on the Allocations tab, the proportion is calculated based on the balances in the allocation ledger.

Weight/percent

(Available only if Distribution method is set to By percent or By weight and required.)

A value that defines the weight of the account.
The allocation amount will be distributed among the destination accounts proportionally to their respective weights or according to the specified percentages. If the Distribution method is By percent, the sum of values in this column must be equal to 100 percent.

This tab displays read-only information about the history of batches generated for the allocation.

Column Description

Workspace

The workspace that generated the batch.

Batch number

The unique identification number of the batch. You can click this number to open the Journal transactions (GL301000) window, on which you can view the details of the batch.

Ledger

The ledger to which the batch transactions will be posted.

Transaction date

The date when the batch was generated.

Post period

The financial period to which the batch transactions should be posted.

Status

The batch status, which is initially Unposted.

Control total

The control total amount of the batch.

Parent topic:General ledger windows - overview