Use the Allocating Journal F/M program to create and maintain allocating journal entries.
Allocating journal entries allow precise control over posting GL accounts. In this program you can take percentages of (up to 6) GL accounts and reallocate that amount over (up to 9) other GL accounts within the same journal.
For example, if you want to break the phone bill down for departments, the GL phone costs account number(s) (50000-local carrier and 50500-WATS line) would be entered under the from accounts. The GL phone costs numbers for each department would be entered under the to accounts (50010-sales and 50020-production). You would then enter the percentage of the total of the from accounts to be allocated to each particular to account. For instance, sales (department 10) might get 70% of the phone costs because of its phone intensiveness, where production (department 20) might only get 30% of the total costs.
The entry number of an allocating journal entry must be from 700-799. The percentage of the to accounts must equal 100%.
This program only allocates amounts posted to the from accounts in the journal you entered in the Journal field (field #1). For example, you post all of your AP accounts to a corporate AP account, 310-00-0. You then post to two branch AP accounts, 310-01-0 and 310-02-0, using an allocating entry. If you post to the corporate AP account in both journal 2000 and 6000, and only enter an allocating journal entry for journal 6000, only those posting to the corporate account in journal 6000 will be posted to the branch accounts. The postings to the corporate account in journal 2000 will remain where they are.
Print allocating entries through the Recur/Reverse/Allocating Print program. Then post them in the Post Recur/Reverse/Allocating program.
Access this program by choosing General Ledger-->Recurring/Reversing/Allocating --> Allocating Journal Entry.
*1. Journal
Enter a journal number. The entry must be a valid journal number and displays the number and description. Press Enter (CR) to default to the journal number used in the previous entry.
*2. Entry Number
Enter the allocating entry number from 700-799.
3. Memo
Enter an optional descriptive memo (up to 40 characters).
4. Filter
Select the From /To filter for the browser GL account number record display. You can select from : T-To, F-From, B-Both.
In the browser in the lower portion of the screen, FACTS displays the from and/or To GL account numbers to be allocated.
You can select to add another GL account number or to insert a line above the highlighted line in the browser.
To edit a GL account number line, highlight the line in the browser and select Edit to make changes for the highlighted line item.
5. Type
For the Both filter type, select the F-From or T-To to indicate the type of GL account you are adding.
6. G/L #
Enter the GL account number to allocate from or the GL account number to allocate, depending on the account type. The entry must be a valid account number. You can enter up to nine To GL account numbers and up to six From GL account numbers.
7. From/To Account (%)
Enter the percentage of the account number to allocate from or to allocate to (0-100.0). The system displays the allocating to total percentage in the bottom right portion of the screen. The total percentage to allocate must be 100%.
You can select to:
Save your changes,
delete to remove to the highlighted record in the browser,
Stop to end GL account number line entry.
Press Done to end allocating journal entry. Press Done again to exit the screen.