Use the Allocations tab to split costs across locations or departments in your organization, based on logic you define. For example, suppose your head office has a cost pool of 1 million dollars to spend on Marketing expenses but each of the individual branches pays their share of that cost. The proportion each branch pays could be a percentage, or it could be based on their revenue, margin, or headcount value.
The Allocations feature allows you to view the raw data from ERP alongside the refined data in Phocas. The allocations you set up in Budget and Forecasts are available in Financial Statements.
Click the Add button at the bottom of the worksheet, select the Allocations tab type, then click Add.
Click Add accounts from and select the accounts that you want to allocate. A replica of P&L displays on the right side of your screen. Same hierarchy as main budget with Total column that helps you understand the values you are dealing wiht.
You want to take an account that exists in the P&L and distribute it between multiple other accounts.
Commonly, these are centralised costs that occur at the head office.The account(s) you select display in the grid int he setup window.
Expand the account row and click Add accounts to.
Select the accounts you want to receive the allocated amount. Typically branches / divisions / regions.
Multi select in the usual manner.
Whenever To accounts are already selected, clicking this tab returns to the worksheet they are on, expands to reveal all of them, and scrolls to reveal the first one and as many others as possible.
Whenever To accounts are not already selected (for example, when setting up a new allocation), clicking this tab displays the budget worksheet in its original state: nothing selected, all levels collapsed.
User can add/remove selections via any means necessary in the worksheet (search, browse, level reorder, etc)
Workflow rules apply - only ‘owned’ items can be allocated.
Selections are listed in the allocations panel along with a total.
Selections remain selected (blue highlight) in the worksheet.
Only one selection per level is permitted. In the example shown, there is one selection per branch.
Select the allocation method, either:
Evenly - each item(?) gets the same percentage, to a sum of 100%
or Manually. - you can enter amount for allocation distribution.
Publish.