Managing Allocation Rules On Expense Lines

If you have created allocation rules, you can assign them to expense line items on payable invoices.

Note:

To assign allocation rules to expense lines on payable invoices, you must be assigned the Accounting and Billing - Allocations - Read Access permission set.

Only active allocation rules are available to be assigned to expense lines.

Allocation rules are used to create transaction line items with the type "Analysis", when the invoice is posted.

If you apply an allocation rule to an expense line that already has an allocation rule applied, the existing allocation rule is overwritten.

The following additional validations apply when managing allocation rules on expense lines.

  • You cannot apply allocation rules to expense lines that have the Prepaid Expenses checkbox selected.
  • You cannot select the Prepaid Expenses checkbox to create prepaid expenses on expense lines that have allocation rules applied.
  • When applying allocation rules, the expense line general ledger accounts are validated against the Allow Use of Local GLAs setting in the Accounting custom settings. You must use the correct general ledger accounts.

To manage allocation rules on expense lines:

  1. On the Payable Invoices page, click the invoice that you want to manage.
  2. Click the Expense Lines tab.
  3. Select the expense lines that you want to manage.
  4. Click Manage Allocation Rule. The Apply Allocation Rule window displays.
  5. Select the allocation rule that you want to apply to the expense lines. A preview of the allocations displays.
  6. Click Apply.
  7. Click Save.

To remove allocation rules from expense lines:

  1. Select the expense lines that you want to remove allocation rules from.
  2. Click Manage Allocation Rule. The Apply Allocation Rule window displays.
  3. Select None from the Allocation Rule list.
  4. Click Apply.
  5. Click Save.
Note:

The following validations apply when you post expense lines with allocation rules assigned:

  • If allocation rule is inactive or incompatible with the expense line items, an error displays.
  • If the allocation rule has been deleted from the system, the expense lines will post without creating the analysis transaction line items.
  • You cannot amend expense lines that have allocation rules applied.