Variable Allocation Account Maintenance

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

Purpose

Define the general ledger accounts and basis accounts that will make up variable allocation accounts.

Overview

Use Variable Allocation Account Maintenance to define the accounts that make up a variable allocation account, including the basis accounts which determine the distribution percentages. A variable allocation account is one for which the distribution of funds changes, depending on a basis account. For example, if the basis accounts keep track of head count, then the amount distributed to each non-basis account is proportional to the head count. If the head count changes, the amount allocated to each account automatically changes accordingly.

Note To take advantage of this feature, however, the account you want to use as a variable allocation account must be of type VA, as well as the basis account with the basis account type defined in Account Maintenance.

Defining Variable Allocation Accounts

To define a variable allocation account:

If your company uses consolidation ledgers, verify the ledger ID for which you want to define a variable allocation account is entered in the Ledger ID field.
Enter the variable allocation account number in the Variable Allocation Account field.
Select a percentage method to determine how the funds should be allocated.
Enter a general ledger account in the G/L Account field.
Click the Lookup button to the right of the Basis Account Type field, and select an account type for the basis account.
Enter a basis account in the Basis Account field.
Click the Add button. The accounts you selected in step 4 and 6 appear in the Selected G/L Accounts grid.
Repeat steps 3, 4, 6, and 7 for all accounts you want to use for the variable allocation account.
Click the OK button in the ribbon. The account is defined. The software calculates the allocation percentages and allocates the funds according to the percentage method.

Editing Variable Account Definitions

You can edit account definitions at any time using any of the buttons in Variable Allocation Account Maintenance. Simply select an account in the Selected G/L Accounts grid, if necessary, and click the button that pertains to the desired action.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Variable Allocation Account Maintenance window.
OK	Click this button to save the variable allocation account setup.
Cancel	Click this button to cancel updating the variable account setup, and clear all fields.

Fields and Buttons

Field or Button

Description

Variable Allocation Account

Enter the account number of a variable allocation account, or click the Lookup button to select the account.

Ledger ID

Enter a ledger ID for the variable 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.

Main Tab Fields and Buttons

Field or Button	Description
Percentage Method	Select the basis for calculating the variable allocation, per basis account. Select one of the following options: Current Period - Base the calculation only on transactions for the current period. Year to Date - Base the calculation on all transactions for the current year.
G/L Account	Enter a general ledger account to which the variable allocation amount will be allocated, or click one of the Lookup buttons to select a general ledger account.
Basis Account	Enter a general ledger account on which the variable allocation will be based, or click one of the Lookup buttons to select a general ledger account of the type selected for the Basis Account Type field. Example If you want to allocate costs based on head count per department, the basis account would be the statistical account containing the head count for the appropriate department.
Basis Account Type	Click the Lookup button to select the account type of the basis account. This must be consistent for all the basis accounts. After you select an account type, only accounts of this type display when you click one of the Lookup buttons for the Basis Account fields.
Add	Click this button to add the current general ledger and basis accounts to the variable allocation account definition.
Cancel	Click this button to clear the G/L Account and Basis Account fields.
Selected G/L Accounts	This grid displays account information for the selected variable allocation account.
Update	Click this button to edit the general ledger accounts for the selected row in the Selected G/L Account field.
Delete	Click this button to remove the selected account in the Selected G/L Accounts grid from the variable allocation account definition.