AP Allocation Codes window

AccountsPayableCS > Accounts Payable > Accounts Payable Options menu > AP Allocation Codes window

For bills that you routinely expense to several different General Ledger accounts (for example, allocating overhead and administrative expenses between multiple departments) you can set up Allocation Codes that make it quick, easy, and automatic.

To enter a bill with a percentage-based Allocation Code, you only need to enter the dollar amount due and the Allocation Code. To enter a bill with a dollar-based Allocation Code, you only need to enter the Allocation Code (unless you change the default bill amount).

Allocation Code

Enter an Allocation Code of up to six alphanumeric characters. This is the code that you will attach to your bills, so we suggest it is easily identifiable. This code will appear in Lookups and on some reports.

Description

Enter a description that for the Allocation Code. This description will appear in Lookups and on some reports.

Default $ Amount

Enter the default dollar amount for the entire allocation expense (invoice total). If the amount varies, you can leave this box blank.

AP Allocation Codes Grid

Use this grid to enter specific information about the Allocation Code.

Description

Enter a description for each detail line of the allocation. This description will appear in the payment grid for the individual detail lines.

GL Expense Account

Select the GL expense account this portion of the invoice amount will post to.

Cost Center

This field is only enabled if you have a Cost Center license. Enter the Cost Center you want to use as a default for the expense account. When you choose an Allocation transaction type in the AP Enter Bills window, this will be the default Cost Center, but you can change it. You can leave this field blank if you don’t want to set a default Cost Center for this Allocation Code.

Allocation Type

Choose if you want to allocate the expense as a Percent or Dollar in the Allocation Type field. Dollar allocation types are best used for invoices that are the same amount each time you pay.

% Amount / $ Amount

If you selected Percent as the allocation type, enter the percentage amount of the total payment that should be allocated to the GL expense account on each detail line. The total percentage must add up to 100%.

If you selected Dollar as the allocation type, enter the dollar amount that should to be allocated to the GL expense account on each detail line.

Discount

Check the Discount field if payment discounts are allowed for each expense detail line.

Line #

This number is generated automatically by the system and it indicates the line number of the detail line. This box is for reference only.

GL Desc

This box shows the description of the GL Account for the line. This box is for reference only.

Clear Grid

Click this button if you want to clear the entire detail grid.