Dynamic Budgets Helpdesk

The Allocations module provides different methodologies to both calculate the amount to be allocated and how it is allocated. The allocation amount is allocated to designated Budget Account/s (the "Destination Account/s").  To designate a Budget Account as a Destination Account, it needs to be activated as a "AllocAcct" Account. The allocation amount is always offset by an equal and opposite amount so that the Allocation results in a net zero impact on the Budget overall. In order for the opposite amount to be allocated to an Account, the Account needs to be activated as a "ContraAlloc" Account.

The amount methodology for this allocation is the dollar amount by month for one or more OrgUnit/s for a specified BudgetID. Once the Destination Account/s are defined,  the numerator/s (the "Basis Account/s") for the Destination Account/s are defined. The Administrator can select both Account Number/s and/or Global Variables as the numerator. Then for each month the system calculates the percentage allocated to each Destination Account using the sum of all Basis Accounts as the denominator and the Destination Account's Basis Account/s as the numerator.  A single Contra Allocation Account can be selected for each selected OrgUnit.

Please note that due to the percentage calculation methodology the allocation amount for OrgUnit/s will not be fully allocated if the denominator for any given month has no value, therefore is zero.   Also, if only one Destination Account's Basis Account has value in a given month, 100% of the amount to be allocated will be allocated to that Destination Account for that month.

Copy and Expand/Reduce Column Width functionalities are available on sections of the screen.

The "Show/Hide" button expands the right-hand screen data. Below is with this data hidden:

And below is after the data is shown:

A. To Edit or to Create a New Allocation

1. An existing allocation can be edited or a new allocation added by selecting from the drop down menu. If an existing Allocation is selected it will populate the screen and will be available for editing. If the <add new> is selected the below pop-up screen appears.

2.Enter the name of the new allocation;

3. Click "Create New" and the screen will refresh to the new allocation. We called the new allocation "By OrgUnits Variable Test", and have highlighted that it is now available from the drop down menu,

4. From the drop down menus specify the source amounts to allocate then click "Search";

5. The above search will result in "Available OrgUnit Rollups" which can be selected as Source data by  Using Right and Left Pointing Arrows to Select/Deselect ;

6. Once the OrgUnit Rollup/s are selected, the "Available OrgUnit" will populate and can be selected by  Using Right and Left Pointing Arrows to Select/Deselect;

7. Click on "Add to Source Accounts" to select from the Available OrgUnit/s. This will result in the "Annual Amount to Distribute".

In the below the "G&A" OrgUnit Rollup was selected from Company" DB DB3147_TWO15" and BudgetID" FY17TEST1". And from the "G&A" OrgUnit 100 was selected and is the source of the allocation totaling $414,532.

8.  To select a Contra Alloc Acct Drill into "Select Account" and the following screen will appear:

9. Select/highlight the required Contra Allocation Account;

10. Click "Set as Contra Alloc Account" and the screen will refresh with the selected account.  Below 00-4110-02 was set as the Contra Alloc Account.

Please note only one Contra Allocation Account can be selected per OrgUnit row.

The next step is to specify the Destination Accounts.

11. On the "Accounts Mapping" tab, click the "+" button and the "Select Destination Accounts" screen will appear;

12. From the drop down menus select the criteria to search for the required Destination Accounts. Click "Search" and the "Available Accounts" will appear.  Please note that Advanced Search is available.

13. Using Right and Left Pointing Arrows to Select/Deselect, select from the "Available Accounts" the Account/s you wish to use as Destination Account/s.

14. The selected Account/s will appear in the "Selected Accounts" panel, then click "Add to Destination Accounts" and Account/s will appear as below in the "Select Destination Accounts" panel;

15. To select a "Basis Account" for a Destination Account, select the required Destination Account and then click "+Financials" to select a Budget Account;

16. When the "+Financials" button is clicked the "Select Basis Accounts" screen appears.  From the drop down menus select the required search criteria for the Basis Account and then click "Search".  The searched for accounts will appears in the "Available Accounts" box.  Please note that Advanced Search is available. 

17. Select the required accounts by using the Using Right and Left Pointing Arrows to Select/Deselect functionality.  The selected accounts will appear in the Selected Accounts box.

18.  Click the "Add Basis Accounts" button to add all the "Selected Accounts" and the screen will refresh as below, namely displaying the added accounts in the "Select Basis Accounts per Destination Account" panel.  In the below example, the Destination Account 000-6400-00 has been assigned Basis Accounts 000-4114-02 and 000-4110-02.

19.  As discussed above Global Variables can be selected as a Basis Account.  Highlight the "Destination Account" you wish to add a Basis Account to and then click the "+Variables" button and the Select Global Variables screen appears.

20.  From the drop down menus select the Global Variable search criteria you wish to use and then click "Search".

21.  Once the Search is complete the screen will refresh with the required Global Variables. To select the required Global Variable double-click in the "Category".