Expense Allocation QRG

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Contained in this reference guide: 
Expense Allocation
  1. Create Allocation Schedule
  2. Enter Purchase Transaction
  3. Create an Expense Allocation Journal Entry

1. Create Allocation Schedule

Create Allocation Schedules to manage the allocation of expenses after they are incurred.  Allocation schedules distribute expenses across Responsibility Centers, Ministry Location, and CPR Designation.

What role can do that? **Accountant, **Finance Leader

Steps

1.1 Navigate to Transactions > Financial > Create Allocation Schedules
1.2 In the Primary Information, enter the following:
  • Name 
  • Entity (OneWorld account only)
  • Accounting Book (Multi-Book Accounting)
  • Frequency
1.3 Enter the Next Date for the scheduled allocation.
1.4 Enter the Subsequent Date the following allocation.
1.5 Select one of the following:
  • Remind Forever – indefinitely reallocate based on this schedule
  • Number Remaining – limit the number of times this schedule reallocates expenses.  
1.6 Check Inactive to deactivate the allocation.
1.7 Select whether the Allocati on Mode is Fixed or Dynamic.
1.8 If you select Dynamic Allocation, enter the following information:
  • Weight Source
  • Unit Type
  • Date Basis 
1.9 Navigate to the Source subtab.
1.10 Enter the Credit Account to create an offsetting credit for the amount allocated.
1.11 If you select Credit Account, associate the offsetting credit with the following:
  • Credit Name(entity)
  • Credit Department
  • Credit Class
  • Credit Location
1.12 Select the type of Credit Account to allocate.
1.13 Select the following fields to source the amount to allocate if it matches all information:
  • Credit Name
  • Credit Responsibility Center MCC
  • CPR Designation
1.14 Click Add to select another account or type of account to allocate in the same schedule.
1.15 Navigate to the Destination subtab.
1.16 Check the Values are percentages checkbox to allocate by amount by %.
1.17 Select Use Source/Credit Account(s) to copy the source account/s as the destination account/s.
1.18 Enter the following fields for the allocation:
  • Account
  • Name
  • Responsibility Center
  • MCC
  • CPR Designation
1.19 Enter the Weight for each allocation line.

1.20 Click .

2. Enter Purchase Transaction

Items are the goods and services you purchase and sell.  You can default a revenue recognition template to an item that you sell where revenue is recognized over a period of time.

What role can do that? **Bookkeeper, **Accountant, **Finance Leader

Steps

2.1 Locate the vendor record through Search. Click the vendor record name.
2.2 Mouse-over the Create New menu and select .
2.3 Enter a Reference No. for this transaction, such as the vendor's invoice number.
2.4 Verify the Accounts Payable Account that will be affected by this transaction; edit as needed.
2.5 The Amount field will update as you add or edit line items.
2.6 Verify the Terms   and Due Date for this bill, edit as needed.
2.7 Verify the Date and Posting Period for this bill, edit as needed.
2.8 Navigate to the Billing subtab.
2.9 Verify the Currency and Exchange Rate for this bill, edit as needed.
2.10 Navigate to the Expense and Items > Expenses subtab.
2.11 Select an Expense Category   (if applicable) or a G/L Account  for this purchase.
2.12 Enter the Amount.
2.13 Click

2.14 Click .

3. Create an Expense Allocation Journal Entry

Allocation schedules are used to generate journal entries to distribute the expenses to the appropriate destination accounts, Responsibility Centers, CPR designations, and Ministry Locations.
What role can do that? **Bookkeeper, **Accountant, **Finance Leader

Steps

3.1 Navigate to Transactions > Financial > Create Allocation Schedules > List
3.2 Click View (next to the allocation that is due.)
3.3 Click Create Journal Entry.
NOTE: The journal entry opens in View mode.