Allocation Receiving Accounts Overlay

The Allocation Receiving Accounts Overlay, shown in Figure 4-9a below, appears automatically when you save a record or when you click on the Receiving Accounts button from the Allocation Accounts Screen in Allocation Accounts File Maintenance. This overlay addresses receiving accounts associated with the current allocation account but maintained in a separate file. You enter this level in the same mode you were in at the higher level (except you are converted to Add mode if no records exist in Change mode) but you can change mode by using the mode icons on the toolbar or the mode function keys. If desired, in key entry, you can click on or press the Scan key to review the records currently on file and select one for editing or viewing.

 

Here is where you specify both the accounts to receive the allocation as well as the method of allocation. There are three methods available for distributing allocations. The "Percent" method allows distributions of a fixed percentage of the current balance to a given account. The "Amount" method allows a distribution for a fixed dollar amount. The "Ratio" method allows a distribution of the current balance based on a ratio of accounts from the Chart of Accounts or Unit Accounts files.

 

Figure 4-9a. Allocation Receiving Accounts Overlay

 

This overlay is a scrolling screen which contains the following fields for each receiving account record associated with the current allocation account.

To Account

Enter one of the accounts that will receive the allocation. This account must be on file in the Chart of Accounts file. You can click on or press the Scan key to find an appropriate entry. The system displays the account description so that you can verify your entry.

Method

Enter the method for allocating to this account. The initial default is "Percent". Click the list button to select one of the options listed below:

 

Percent:

Distribute based on the Allocation %.

Amount:

Distribute the Fixed Amount.

Ratio:

Distribute based on the ratio of accounts from the Chart of Accounts or Unit Accounts files defined in the Ratio Detail Overlay.

Allocation %

If Method is "Percent", enter the percent of the current balance for the allocation account that should be distributed to this receiving account (expressed as a positive number with up to 3 digits to the left of the decimal and 2 digits to the right); otherwise, leave this field at zero.

Fixed Amount

If Method is "Amount", enter a positive number (with up to 9 digits to the left of the decimal and 2 digits to the right) as the fixed amount that should be distributed to this receiving account; otherwise, leave this field at zero.

Adjustment?

Select "yes" or if allocation entries to the Receiving Account are an adjustment to the sources/uses amounts; otherwise, select "no" or . The initial default is "no".

 

If "yes", a credit adjustment reduces month-to-date and year-to-date uses and a debit adjustment reduces month-to-date and year-to-date sources in the Account Balances file.

Source/Use/Neither

If applicable, specify how the allocations are to be accumulated for the Receiving Account in the Account Balances file; otherwise, leave this field blank for standard treatment. Click the list button to select one of the options listed below:

 

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Credits are accumulated as sources; debits are accumulated as uses.

Source:

This allocation is to be accumulated as a source.

Use:

This allocation is to be accumulated as a use.

Neither:

This allocation is to be accumulated as neither.

Subsidiary Type

The system displays the subsidiary type defined for the Receiving Account in Chart of Accounts File Maintenance on the Details Overlay.

Subsidiary Code

If Subsidiary Type for the receiving account is "GL", you must enter a subsidiary code so that postings can be made to the appropriate subsidiary files; otherwise, you can leave this field blank. Subsidiary Code is only used in General Ledger for subsidiary type "GL". If entered and if General Subsidiary is part of your system, this code must be on file in the Subsidiary Codes file. You can click on or press the Scan key to find an appropriate entry.

 

 

Press ENTER or click or the Save button to save the information for the current receiving account record. If any information has changed, the system may redisplay the record to show any new or changed system-supplied items or to report any error or warning messages. If so, the current record has not yet been saved; you must address any concerns and press ENTER or click or the Save button again.

 

When you save the current receiving account record, if the Method is "Ratio", the system will automatically present the Allocation Receiving Account Ratio Detail Overlay, or you can click on the Ratio Detail button to access it (which first saves the current record if applicable). If the Method is not "Ratio", this overlay does not apply and will not appear.

 

When you have finished with the receiving account records associated with the current allocation account (or to prevent saving the current receiving account record), click the Back button to return to the Allocation Accounts Screen for that account or press END or click or the Cancel button to go on to the next allocation account, if any.

 

The following icons are also available for use on the toolbar (unless disabled in Add mode or until a record has been retrieved):

 

List Allocation Accounts: See Allocation Accounts List for further information.

Display Receiving Account Audit Info: See Audit Info for further information.

 

Click the appropriate icon to perform the desired operation (which first saves the current record if applicable), after which you will return to where you are.