Process Allocation
Process Allocation takes the rules of Allocation Rules, reads each source account's balance up to the Till Date, and on Save posts one General Entry per source line that moves the balance to the destinations.
What it is for
It turns the sharing keys into postings. Each run is one document that you can Reverse as a whole.
Three rules people get wrong:
- The balance is everything up to the Till Date, not the month's movement. A source that was allocated last month starts again from what has been added since, because last month's allocation already credited it.
- Only a debit balance is allocated. A source account with a credit balance, or zero, does not come up.
- The vouchers are posted in local currency at rate 1, but the currency code written on them is fixed in the program (a single country's currency and exchange category
01). In a company whose local currency is different, check the first run with your implementer before relying on it.
Every field in plain words
| Field | What it means | What to put |
|---|---|---|
| Transaction | The number of the run | Given on Create |
| Posting Date | The date of the allocation vouchers | Required. Also fills Till Date |
| Till Date | Balances are read up to this date | Required |
| Allocation Rules | One rule to run | Pick one. Leave empty to run every rule that has never been processed |
| Transaction Journal, Journal | The journal used | Read only. Each line uses its rule's journal |
| Reason, Notes | Why, and the header text of the vouchers | Optional |
| Account, Name, Balance Amount (lines) | A source account and its balance | Fetched on Create. Read only |
| Allocation Entries (lines) | The voucher lines that will post | Opens a sub-grid: the source credited, each destination debited with its share |
| Reverse Reason, Reverse Date, Remarks | Shown after Reverse |
What posts
| When | Debit | Credit |
|---|---|---|
| Save | Each destination account, Balance × its share | The source account, its whole balance |
| Reverse | The opposite of the above, dated the Reverse Date |
If something looks wrong
- "No rows found with balance amount." No source account of the rule has a debit balance up to the Till Date, or (with no rule picked) every rule has already been processed once. Pick the rule.
- "Line ID: ... - Balance Amount cannot be zero" A line lost its balance. Create the run again.
- "Only Posted Vouchers can be reversed" / "Reverse Date: ... cannot be less than Posting Date: ..." Reverse only a saved run, on or after its Posting Date.
- A posted run cannot be edited or deleted. Reverse it and run again.
What it is connected to
- Allocation Rules - the keys.
- General Entry - one voucher per source line. Unlike other system vouchers these are not marked as coming from another screen, so General Entry does not lock them: correct them by reversing the run here, not by editing the voucher.
- Month-end close.