53
Introduction Apportionments are used to spread a
source value or values across multiple cost centers or accounts within your general ledger.
Apportionments are made up of the following: An apportionment definition which includes
an ID and a criteria (optional). Apportionment source lines which define the
general ledger account values that you are apportioning from (optional).
Apportionment target lines which define the general ledger accounts that you are apportioning the source values to. If a criteria is not specified on the definition, then the criteria for each target is specified directly on the target.
Introduction – Apportionment uses
Apportionments can be used within an AP transaction i.e. to take a Rent billing and spread the total value across multiple cost centers which occupy the rented space.
An apportionment can also be used to spread value within a general ledger account (such as utilities) across multiple cost centers at the end of a period rather than using the apportionment on each individual transaction.
Benefits Apportionments save time. You don’t have
to enter multiple G/L lines and remember which cost centers to allocate values to.
Introduction Benefits (cont.)
Criteria can be used in multiple apportionments. If multiple expenses are apportioned to the same cost centers based on the same criteria (such as Square feet or Head count), you only have to set up the criteria once and that criteria can be specified on multiple apportionments.
You can create multi-tiered apportionments. You may have a target that receives value from a source and that target can become a source for another apportionment within an apportionment list. This method may be used across companies to spread costs first to a generic cost center and then, once the cost is within the appropriate company, spread it to the appropriate cost centers.
Apportionments – Executed over account balances
TargetAccount 3
TargetAccount 2
ApportionmentSource
TargetAccount 1
Based On:1. Apportionment Criteria2. Manual Apportionment Data
Apportionments - Executed at time of transaction entry
TargetAccount 3
TargetAccount 2
SpecifiedApportionmentTransaction
TargetAccount 1
Based On:1. Apportionment Criteria2. Manual Apportionment Data
Apportionment Criteria
Apportionment Criteria
Criteria used to dividea value among several
units. Enter ID & description.
Pressto Accept
Select F15 to add
Criterionvalues.
Apportionment Criteria
Apportionment Criteria Values
Apportionment Value
Unit: Identifier/Name ID and Name of the unit to which the
apportionment value relates. Criterion value
Value entered is used to derive the proportion that is assigned to the unit.
Proportion is given by the criterion value for the unit divided by the total of criterion values for all apportionment values belonging to the apportionment criteria.
Up to 13 digit numeric field with 2 decimal positions.
Select F6=Create to continue entering
Apportionment Criteriaor F12=Cancel to return
to the ApportionmentMenu.
Apportionment Criteria Values
Press enterto accept.
When complete, you will have a listing of all of
the units included ascriteria with theirrespective values.
Apportionment Criteria Values
You don’t need to include all unitsIn your apportionment. The systemWill automatically calc. the % basedOn units used in the targets.
Work With Appportionments
Apportionment Setup
Apportionment
Identifier ID of an apportionment (used to spread a
source value across a set of general ledger target accounts).
10 characters. Name
Name describing the apportionment. Up to 26 characters.
Apportionment
Criteria ID of an apportionment criteria to use
when assigning the proportion of value to each of the target accounts.
Leave blank to specify the criterion value to each target unit individually.
Apportionment Setup
Press enterto accept.
Apportionment Sources
Apportionment Source
Unit Identifier/Name ID and name of the unit component of the
unit/nature combination that is the source for the apportionment.
Nature Identifier/Name ID and name of the nature component of
the unit/nature combination that is the source for the apportionment.
Apportionment Source
Offset nature Identifier/Name Nature to which the reciprocal posting is
made following an apportionment. Usually the same but may be different
from the apportionment source nature. Balance to apportion
Valid options: Period - Balance to be apportioned is the
balance at the end of the most recent complete period.
Year to date - Balance to be apportioned is the overall balance for the year to date.
Select F12=Cancel to returnto the Apportionment
panel
Apportionment Sources
Press enterto accept.
Apportionment Targets
Apportionment Targets
Apportionment Target
Unit Identifier ID of the unit for this apportionment
target. A unit can only appear once per
apportionment. Nature Identifier
ID of the nature serving as the apportionment target nature.
Select F12=Cancel or F3=Exit
to return tothe Main Menu
Continue to add targetsUsing F6 until complete.
Target – With Apportionment Criteria Specified
Press enterto accept.
If no apportionment criteria is specified
then you must specifyeither a Criteria nature
or Target criteria value.
Target - Without Apportionment Criteria Specified
Press enterto accept.
Apportionment Lists
Once all targets are added
go to option 3 to work with
apportionment lists.
Apportionment Lists
Use F6to createa new
list
Apportionment Lists
Enter an ID anda name and pressenter to add the record then F15
to add the apportionments.
Apportionment Lists
Use F6to add
an apport.
Apportionment Lists
Enter an apport. ID and
press enter. Continue to use F6 to add
additional apport. tothe list.
Apportionment Request
Notice the balancein the source account
to be allocated. We willrun the apport. request
to apportion this amount to our targets.
Apportionment Request
Apportionment Request
Use F6to adda new
request.
Apportionment Request
Identifier Automatically defaults to ‘New’.
Apportionment List Enter the ID for the list you wish to run.
Latest period Period for which you want to run the
apportionment. Type
Leave at default of 1 to apportion actual amounts vs. budget amounts.
Financial division Company for which you are running the
apportionment request.
Apportionment Request
Transaction type Used to create the transaction type for the
transaction generated from the apportionment.
Date of transaction Determines the effective date of the
transaction. Request status / Record status
Leave at default.
Apportionment Request
Press enter twice And F12 to returnto apportionment
request menu.
Apportionment Request
Apportionment Request
Transaction Created from Apportionment
(10,000/18000)*100=55.56AND
(8,000/18,000)*100=44.44
Posting Apportionment Request Transaction
Apportionment within Transaction
Following is an example of creating a transaction which uses an apportionment to spread one value across multiple units/natures.
The apportionment only specifies Targets and instead of using an apportionment criteria, Criteria target values are specified on each target unit/nature.
-Unit 100810 has a criteriatarget value of 33-Unit 100820 has a criteriatarget value of 27-Unit 100830 has a criteriatarget value of 40
Creating the transaction
You must use the longtransaction entry method if you will be specifying anapportionment on a transaction.
Creating the transaction
Enter the totalvalue you wishto apportion.
Enter the apport. IDWhich specifies the
Appropriate allocations.
Note-You doNot have to
Enter a unit/Nature.
Creating the transaction
If using the apportionmentin a Journal Entry type oftransaction, be sure to enterthe offset side of the transaction.
Creating the transaction
Process the transactionAs you normal.
Creating the transaction
The apportionment correctly allocated the $1,000 across specified units/natures.
Apportionments – Short Invoice Entry
If you are apportioning for an A/R or A/P trans.you can use short invoiceentry and enter the Apport.ID in the ‘Apportionmentfield as specified above.
Apportionments - Summary
You can build Apportionments to run over period balances or year-to-date balances to spread amounts from a single account to multiple accounts or from multiple accounts to multiple accounts.
Apportionments can be based on specified criteria such as Square footage or Headcount or they can be based upon values entered directly on each apportionment target.
You can run multiple Apportionments at one time by setting up an Apportionment list.
Apportionments - Summary
Apportionments can be specified directly on a transaction during entry to spread a value across multiple accounts without having to specify any account numbers on the transaction.
Use Apportionments to simplify your month end tasks or recurring billings that need to be allocated across multiple accounts.
