Create an Allocation Batch

Sage ERP Accpac General Ledger 6.0

Create an Allocation Batch

Before you start

To create an allocation batch:

  1. Open General Ledger > G/L Periodic Processing > Create Allocation Batch.

  1. Enter a Batch Description.

  2. In the Create Batch For field, use the drop-down arrow to choose the full account ID or one of the account segments.

  1. Specify the range of account numbers or account-number segments.

  2. If you use optional fields with your system, check or change the optional field information that will be included with the generated transactions.

    The Optional Fields check box indicates whether optional fields will be used in the batch. You cannot directly change this setting. The program selects the Optional Fields check box if either:

    • Optional fields are set up for automatic insertion in transactions. (In this case, the check box is selected as the initial setting.)

    Or

    • You have manually assigned transaction details optional fields to the allocation batch.

    To view or change the optional fields that will be used for the allocation, click the zoom button beside the Optional Fields label, or press the SHIFT+F9 key. You can edit or delete the optional fields in the Optional Fields form that appears.

    Optional Fields should be set to Yes for the allocation batch to be processed. To set this to Yes, double-click on the Value. You can specify a value or leave it blank, depending on how you set up the optional field in Common Services.

    Also note that if you have optional fields set up as Required in the G/L Optional Fields setup form, for Transaction Details, the system won't let you proceed if this optional field is missing, so make sure the optional field exists and that it is set to Yes.

    Note that the allocation details will include only the transaction details optional fields that are assigned to the account used in the detail.

  3. Specify the Journal Entry Date and the fiscal year and period to which you want to post each entry.

  4. In the Allocation Method field, use the drop-down arrow to choose Account Balance, or Account Quantity, or Both Account Balance and Quantity.

  5. If you selected to allocate accounts by quantity, specify the range of fiscal periods for determining the net changes in quantity.

  1. Click Process to produce the batch (or click Close if you decide not to produce the batch).

After creating an allocation batch

  • Use the Batch listing form to print batch listings.

  • If any allocation accounts have an Inactive status, you must change the status to Active. You cannot post to inactive accounts.

  • Post the allocation batches.

Additional information

  • A single, balanced entry is created for each allocated account, consisting of the details that allocate the account balance (and quantities, if allocating by account quantity) and an offsetting detail, and using the date and fiscal period you specified for posting.

  • Entries are assigned to the next open batch, which you can view, edit, and post in the same way as other batches.

  • Any remainder of an allocated account balance is included in the last detail line of the entry.