Managing Allocation Rules

The Allocation Rules home and list pages enable you to create new allocation rules Stores distribution criteria for reuse and helps speed up the process of splitting costs and revenue from selected GLAs and dimensions, and allocating them to other GLAs and dimensions. Fixed allocation rules use set percentages or amounts as the basis for an allocation. Statistical allocation rules use sets of values that may vary as the basis for an allocation. and manage existing ones.

You can choose to create allocation rules from the Allocation Rules list view before beginning the allocation process or you can enter the distribution details during the allocation process. If you enter the distribution details during the allocation process, you can either save them as an allocation rule at that point ready for reuse another time, or you can just use them on that occasion without saving.

Note:

If you have created an allocation rule that uses local GLAs, this is indicated on the Allocation Rules list view by a tick in the Is Local checkbox. See What is a Chart of Accounts Structure? for more information on local GLAs.

Creating a Fixed Allocation Rule

To create a fixed allocation rule:

1. Click the Allocation Rule tab.
2. Click New from the Allocation Rule home page.
3. Select "Fixed" from the Allocation Type picklist.
4. Type a name and description for the allocation rule.
5. In the Company field select the relevant company, then click in the Local GLAs column of the grid and select the local GLAs you want to distribute to. See What is a Chart of Accounts Structure? for more information on local GLAs.
6. If you are setting up a rule that uses corporate GLAs, click in the General Ledger Account column of the grid and select any corporate GLAs you want to distribute to.
7. [Optional] Click in the Dimension columns of the grid and select any dimensions you want to distribute to.
8. [Optional] To auto populate the grid with all available dimension values, click the down arrow in each Dimension column heading and select "Populate All". The dimensions are listed on separate rows from the GLAs.
   
9. Type the percentage you want to allocate to each GLA and dimension.
10. [Optional] To split the allocation equally between the GLAs and dimensions listed in the grid, click the down arrow in the Percentage (%) column heading and select "Spread Evenly".
11. Select the Active checkbox to make this rule available for use. You can only activate a rule when you have allocated 100% of the source.
12. Click Save.

See Allocation Rule Fields for a full description of the fields available when creating an allocation rule.

Creating a Statistical Allocation Rule

To create a variable allocation rule Stores distribution criteria for reuse and helps speed up the process of splitting costs and revenue from selected GLAs and dimensions, and allocating them to other GLAs and dimensions. Fixed allocation rules use set percentages or amounts as the basis for an allocation. Statistical allocation rules use sets of values that may vary as the basis for an allocation. that is based on a set of statistical values:

1. Click the Allocation Rule tab.
2. Click New from the Allocation Rule home page.
3. Select "Variable > Statistical" from the Allocation Type picklist.
4. Type a name and description for the allocation rule.
5. Specify the statistical basis A saved set of variable values that are used to calculate the distribution of an allocation, such as employee headcount. When you update the values set on an existing statistical basis, the previous version is saved and the new version used in all subsequent allocations that use that statistical basis. you want to use for this allocation rule.
   Click for more information on statistical bases

   If you do not have a saved statistical basis that is suitable, you can do one of the following:

   • Click to create a new statistical basis for use with this allocation rule.
   • Select an existing statistical basis from the picklist and click . You can then update it for use with this allocation rule.
   • Select an existing statistical basis from the picklist and click . You can then edit it and save it with a new name for use with this allocation rule.

   See Managing an Allocation Basis for further information on statistical bases.

6. Select the fields you want to distribute to from Distribution Fields. The fields available are taken from your selected statistical basis and you can select the ones that are relevant to your allocation. These fields form part of your overall distribution.
   Click for more information on distribution criteria

   1. As local GLAs can only be used in fixed allocation rules, only corporate GLAs are available for you to select.
   2. [Optional] To remove a selected company, GLA or dimension from Distribution Fields, click the cross icon next to it.
   3. Click Preview to load the data and view it in the Preview pane.
7. Filter the data displayed in the Preview pane so only the data you want is displayed.
   Click for more information on filtering

   1. Click Show Filter.
   2. Click Add Filter.
   3. Select a field from the picklist, then select an operator and enter a value.
   4. Repeat for each field you want to filter by.
   5. Click Preview to view the filtered data in the Preview pane. If required, you can use the Search field to find specific entries in the filtered data.
8. Select the Active checkbox to make this rule available for use.
9. Click Save.

See Allocation Rule Fields for a full description of the fields available when creating an allocation rule.