Accounting Finance:Allocation

Overview

• Working with Allocations describes the process of automatically allocating a transaction amount over a number of accounting periods. You can use this routine for prepaid cost and income.
• You can allocate postings that are G/L transactions, invoices and payments.
• The system allocates the base amount evenly over the selected accounting periods.
• You can also use a calculation curve or manually adjust amounts if you, for example, want an allocation according to the activities in the company.
• The system can only handle allocations within one accounting year, which ensures your control of postings and voucher numbers in different years.

Course Audience

• This course has been designed for:

-Accounting (applicable individuals)

Course Pre-requisites

• Must have completed the following courses:

-FIN-GL-002 Entering General Ledger Transactions

• Must have:

-User Profile
-B-001 Orientation Training
-B-HTL-001 Basic Hotline Training

Course Components

• Classroom training - 15 mins (max)
• Practical training - 10 mins
• Daily practice (until 'go live')

Course Reference Material

• PowerPoint handout (also available on-line)
• Workflow diagram

Course Objectives

• By the end of this course, you will be able to:

-Understand how to enter an allocation journal entry into the general ledger

Sign On & Startup

Sign on

• Double left-click the ASW icon on your desktop

Sign on to AS400

• Click anywhere on screen
• Enter your User Name (as assigned by the DMS Technical Administrator)
• Enter your password
• Click enter

Unity Startup Menu

• Enter 1 under option
• Click enter

• Double-click on uniPHARM ASW 4.80B.

Allocation of G/L Transactions & Cash Book

• Select ASW FastPath→Financial accounting→General Ledger transaction tasks→Enter financial transactions

1. Enter voucher type 50
2. Enter batch amount
3. Click enter
4. Choose a routine G/L Transactions or G/L Easy Entry Transactions
5. Click enter

• Change document type GLC if transaction involves a bank account

1. Enter Main
2. Enter Cost (if mandatory)
3. Enter Amount
4. Enter Text (optional)
5. Enter Currency (optional)
6. Click allocation or click F6 twice for automatic allocation of the transaction

Automatic transaction allocation

1. Enter Main
2. Enter Cost
3. Change start period (optional)
4. Change end period (optional)
5. Enter Calculation curve (optional)
6. Select Calculation or click F10
7. Select Update or click F10 to update the allocation

• The system has now created a reversed posting on the first account combination you debit.
• The system will now each month, debit the account combination and credit the accrual account according to the allocation.
• Enter the last account combination to balance the allocation, in this example a bank account:

1. Enter Main
2. Enter Cost (if mandatory)
3. Enter Amount
4. Enter Text (optional)
5. Enter Currency (optional)

• Click Cash Book Entry or click F8

Cash Book Details Entry

1. Change bank (optional)
2. Enter Bank amount
3. Enter Transaction ref
4. Enter Text (optional)
5. Click enter

• Click F12 to move back to previous panel
• Click F3 to end the journal

Financial system transaction entry

1. Mark close batch
2. Enter description (optional)
3. Change Printer queue (optional)
4. Change # of copies (optional)
5. Change Hold on spool file (optional)
6. Click enter

• Click enter to update the postings in the General Ledger

Exercise #1

• Enter an allocation general ledger transaction (automatic lease payment).