Mass Allocation - Defining

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Distribution

Director of Accounting Services

GL Administrator

GL Accounting Manager

GL Accountant

Related Procedures

None.

Ownership

The Director of Accounting Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

General Ledger
N ® Journals ® Define ® Allocation
Define MassAllocations

Define MassAllocations

1. Open the Define MassAllocations window.

2. Enter a Name and Description for the MassAllocation batch.

3. Choose ‘Actual’ from the Balance Type poplist.

Note: The University does not currently allocate encumbrances.

4. Click ‘Formulas’ to enter MassAllocation formulas, then save your work.

General Ledger
N ® Journals ® Define ® Allocation
B ® Formulas
Formula

Formula

1. Enter the Name and Description of the Mass Allocation formula.

2. Select ‘UVA Allocation’ as the Category.

3. Select ‘Full Balance’ in the ‘Allocation Balances’ form region.

4 Select Full Cost Pool Allocation to have rounding differences added to the cost pool with the largest relative balance. If you do not choose this option, any rounding differences will remain in the original account.

5. Enter the account combination for the A line of your formula.

6. Assign a segment Type for each account segment. The combination of parent/child segment values and types tells General Ledger which related accounts are affected or used by that portion of the formula.

Constant (C): Assign to child segment values to use the detail account balance associated with the child. You can also use this type for parent segment values that have associated summary accounts.
Looping (L): Assign to parent segment values to include child values assigned to the parent.
Summing (S): Assign to parent segment values to sum the account balances of all the child values that are assigned to a parent.

7. Enter the Amount Type and the Relative Period for the account balance.

8. Enter the formula components in Lines B and C.

9. Enter the Target accounts. Target accounts specify the destination of your allocations. They are debited when the result of your allocation formula is a positive number and credited when the result is a negative number.

10. Enter the Offset accounts. Offset Accounts offset the debit or credit entry of your Target accounts. This account may or may not be the same account as formula line A to reduce the cost pool by the allocated amount.

Caution: If you enter a target or offset account that violates a cross- validation rule, General Ledger creates invalid journal lines when you generate the formula. You must correct the resulting journals in the Enter Journals window before you post.

11. Save your work and close the form.

12. Select ‘Validate All’ to validate the batch, as well as all previously unvalidated batches. General Ledger submits a concurrent request to validate the batch.

13. Check the MassAllocation batch validation status to confirm the batch passed validation using View ® Requests ® View Output.

14. Requery the batch to confirm that status in the ‘Validation Details’ region is now “Validated.”
Journals ® Define ® Allocation ® View ® Find All

Effective: 06/15/05

Revision: 4 mr

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