Fixed Allocation Account Maintenance

Menu Path: General Ledger $Images\bluerarw.gif$ Accounts $Images\bluerarw.gif$ Fixed Allocation Account Maintenance

Purpose

Add individual accounts to the fixed account definition.
Add multiple accounts according to selection criteria.
Edit existing definitions.

Overview

Use Fixed Allocation Account Maintenance to define the accounts to which a fixed allocation account’s amounts will be allocated during posting. You can set up a fixed allocation account by specifying accounts and percentages for each account, or by setting up criteria to select multiple accounts. The total allocation percentage must be 100 for the database to be updated.

NOTE You must have defined an account of account type FA in Account Maintenance before you can set up the account in Fixed Allocation Account Maintenance.

You can make journal entries against fixed allocation accounts, as well as the individual component accounts.

Defining Fixed Allocation Accounts

You can enter the fixed allocation account either manually or using the Lookup button. If the account has previously been defined, then the accounts in the definition appear in the Allocation Accounts grid.

After selecting a fixed allocation account, you are ready to specify which accounts will make up the distribution for the account. You can do this either by entering individual account numbers or selecting criteria that will generate a listing of the matching accounts.

When you click the Update button in the ribbon, new buttons appear in the ribbon to allow you to set up the account. See below for more information on each button.

Adding Individual Accounts

If you want to add accounts individually to the account definition, click the Add Individual Acct button in the ribbon. This changes the window to allow the entry of individual accounts.

You can now enter individual accounts by typing in the full account number, or using the Lookup buttons to select from the list. After selecting the account number, you can enter the percentage of the total that will be allocated to the account. When you click the OK button in the ribbon, the account you selected appears in the Allocation Accounts grid.

Adding Multiple Accounts Using Selection Criteria

If you want to add multiple accounts by user-defined criteria, click the Add Multiple Accounts button in the ribbon, and then use Multiple G/L Accounts Selection to set up criteria for the accounts. You can use any combination of account elements to make up the selection boundaries for your fixed allocation account definition. The accounts that match your selection criteria appear in the Allocation Accounts grid. You can then select individual accounts and use the Update Account % button in the ribbon to enter the percentage of the total to distribute to each account.

Evenly Allocating to Accounts

If all the accounts you have selected as part of your definition hold an equal percentage, you can use the Evenly Allocate % button in the ribbon to divide the total percentage of 100 between all the accounts. The divided percentages appear in the Allocation % column in the Allocation Accounts grid.

Example If there are five selected accounts, each account would receive 20% of the fixed allocation amount.

Editing Account Definitions

You can edit fixed allocation account definitions at any time using any of the buttons in the ribbon.

To edit an account definition:

If your company uses consolidation ledgers, verify the ledger ID for which you want to edit fixed allocation accounts is entered in the Ledger ID field.
Enter the account number or description in one of the Fixed Allocation Account field. The existing information for the account appears.
Click the Update button in the ribbon.
To change the allocation percentage for an allocate, select the account in the Allocation Accounts grid, click the Update Account % button in the ribbon, enter the new percentage in the Allocation % field, and then click the OK button in the ribbon.
To remove an account from the fixed allocation account, select the account in the Allocation Accounts grid, and click the Delete Account button in the ribbon.
To add an account, click the Add Individual Acct button in the ribbon, enter the account number and allocation percentage, and then click the OK button in the ribbon.
To add multiple accounts using selection criteria, click the Add Multiple Accounts button in the ribbon, and then use Multiple G/L Accounts Selection to set up criteria for the accounts.
When you are finished editing the account definition, click the OK button in the ribbon. The account definition is updated.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Fixed Allocation Account Maintenance window.
Update	Click this button to update the selected fixed allocation account.
OK	Click this button to save the fixed allocation account setup. You cannot save the setup until the total allocation percentage equals 100%. This button is only available after you click the Update button in the ribbon.
Cancel	Click this button to cancel updating the allocation account setup. This button is only available after you click the Update button in the ribbon.
Update Account %	Click this button to edit the percentage of the allocation for the selected account in the Allocation Accounts grid.
Delete Account	Click this button to remove a selected account from the allocation account. This button is only available after you click the Update button in the ribbon.
First	Click this button to display the first fixed allocation account.
Prev	Click this button to display the previous fixed allocation account.
Next	Click this button to display the next fixed allocation account.
Last	Click this button to display the last fixed allocation account.
Add Individual Acct	Click this button to select an individual account to include in the allocation account. This button is only available after you click the Update button in the ribbon.
Add Multiple Accounts	Click this button to display Multiple G/L Accounts Selection, which allows you to select multiple accounts based on selection criteria. This button is only available after you click the Update button in the ribbon.
Evenly Allocate %	Click this button to evenly allocate the funds of the fixed allocation account across all selected accounts. This button is only available after you click the Update button in the ribbon.
Undo Last	Click this button to undo the last percentage modification. This button is only available after you click the Update button in the ribbon.

Main Tab Fields and Buttons

Field or Button	Description
Fixed Allocation Account	Enter the account number or description of the account with funds allocated to other accounts, or click one of the Lookup buttons to select the account.
Ledger ID	Enter a ledger ID for the fixed allocation account, or click the Lookup button to select a ledger ID. Note This field is only available if at least one consolidation ledger is set up.
Total %	This field displays the sum of the allocations entered for each account. The total percentage must be 100 to save the fixed allocation account setup.
Allocation Accounts	This grid displays accounts for the selected fixed allocation account, and the allocation percentage for each account.
G/L Account	Enter a general ledger account, or click one of the Lookup buttons to select a general ledger account. This field is only available if you click the Add Individual Acct or Update Account % buttons in the ribbon, and only enabled if you click the Add Individual Acct button in the ribbon.
Allocation %	Enter the percent allocation for the selected account. This field is only available if you click the Add Individual Acct or Update Account % buttons in the ribbon.