Create Periodic Allocation Information

Explanation

This activity is used to create periodic allocation information per invoice line. You can perform the allocation once you have posted the supplier invoice. The allocation information will be kept in the voucher and will be used when the general ledger is updated to create vouchers for the allocated periods. If the source voucher's period is included in the allocated period range, a voucher can be created for the base period as well. The parameters specified in the General Ledger/Basic Data/GL Update Parameters window will determine whether or not a voucher will be created for the base period. The GP2 posting type (Accrued cost) controls the account to be used as a contra account.

Prerequisites

• The invoice must be saved in the Manual Supplier Invoice window before you can perform the allocation. However, note that this activity cannot be performed for invoices which are updated to the General Ledger.
• If a voucher should be created for the source voucher's period, the Yes option should be selected in the Period Allocation Voucher for Base Period field in the General Ledger/Basic Data/GL Update Parameters window. If a voucher should not be created for the source voucher's period, the No option should be selected in this field.

System Effects

As a result of this activity, a periodic allocation voucher is created for each specified period and placed in the hold table. 

Window

Manual Supplier Invoice 
Posting Proposals

Related Window Descriptions

Manual Supplier Invoice
Posting Proposal
Periodical Cost Allocation
Instant Authorization

Procedure

Use the following procedure to create periodic allocation information in a supplier invoice, without using a posting proposal:

1. Open the Manual Supplier Invoice window.
2. Populate or query for the invoice for which you would like to create period allocation information.
3. Select the invoice line to create periodical allocations from the Posting Information section, right-click, and then click Period Allocation.
4. Check the information displayed. Specify both the starting and the ending period for the cost to be allocated, and create a new record.
5. Specify the percentage of the cost to be allocated for a certain period in the Percentage field, or specify the actual amount to be allocated in the Amount field.
6. Repeat step 5 until all the periods are allocated with costs.
7. To distribute the amount evenly over periods, select the Distribute Amount? check box, and click New.
8. Save the periodic allocation information.

Use the following procedure to create periodic allocation information in a supplier invoice, using a posting proposal:

1. Open the Posting Proposals window.
2. Populate or query for the posting proposal of the invoice for which you want to perform the periodical allocation.
3. Follow one of the following procedures depending on the window in which you want to perform this activity.

To authorize an invoice in the Posting Proposal window:

1. Select the record, right-click and then click Posting Proposal. The Posting Proposal window opens. 
   Note: This window can also be opened by right-clicking on the Manual Supplier Invoice window and then clicking Posting Proposal.
2. Select the invoice line to create periodical allocations from the Posting Information section, right-click, and then click Period Allocation.
3. Check the information displayed. Specify both the starting and the ending period for the cost to be allocated, and create a new record.
4. You can specify the percentage of the cost to be allocated for a certain period in the Percentage field, or specify the actual amount to be allocated in the Amount field.
5. Repeat step 6 until all the periods are allocated with costs.
6. To distribute the amount evenly over the periods, select the Distribute Amount? check box, and click New.

To authorize an invoice in the Instant Authorization window:

1. Select the record, right-click and then click Instant Authorization. The Instant Authorization window opens. 
2. Select the invoice line to create periodical allocations from the Posting Information section, right-click, and then click Period Allocation.
3. Check the information displayed. Specify both the starting and the ending period for the cost to be allocated, and create a new record.
4. You can specify the percentage of the cost to be allocated for a certain period in the Percentage field, or specify the actual amount to be allocated in the Amount field.
5. Repeat step 6 until all the periods are allocated with costs.
6. To distribute the amount evenly over the periods, select the Distribute Amount? check box, and click New. Enter the required information and save.