Creating an Allocation Batch

Sage 300 ERP

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Creating an Allocation Batch

Use the G/L Create Allocation Batch screen to create a batch of transactions that allocates balances in accounts that use the Auto Allocation option to other accounts, and creates the offsetting details.

General Ledger calculates the amounts to distribute to each account based on the information entered on the Allocation tab on the G/L Accounts screen for the source accounts.

Before you start

Define account allocation information on the Detail and Allocation tabs of the G/L Accounts screen.
Make sure that all the accounts you are allocating to have Active statuses. If any account is inactive, the system displays a warning message so that you can change its status to Active before posting. You cannot post to inactive accounts.
If allocating by quantities, make sure that all accounts associated with the same allocation use the same unit of measure for quantities.
Post outstanding batches to make sure that account balances and quantities are current in the accounts you want to allocate.
Determine the contents of the allocation batch. You can include either all allocated accounts, a range of accounts that match one selected account segment, and allocations based on account balances and/or account quantities.
Determine the date, fiscal period, and fiscal year to which the batch will be posted.
If allocating by quantities, determine the range of fiscal periods for which you are allocating the net quantities. (The program allocates the account balance in the last fiscal period based on the net changes over the range of periods.) Note that the range of periods cannot span the fiscal year end.
Back up your data.

To create an allocation batch:

Open General Ledger > G/L Periodic Processing > Create Allocation Batch.
In the Batch Description field, enter a brief description for the batch using up to 60 characters.
In the Create Batch For field, specify whether to use the full account number or one of the account segments to select accounts from which to reallocate balances.
Use the From and To fields to specify the range of account numbers or account number segments.
If you use optional fields, check or change the optional field information that will be included with the generated transactions. More...
The Optional Fields check box indicates whether your accounts use one or more transaction optional fields. You cannot directly change the entry in the check box, but if the field is selected, you can edit the optional fields used with the transaction.
Click the Zoom button beside the Optional Fields label, or press the SHIFT+F9 key. You can edit or delete the optional fields on the Optional Fields screen that appears.
If any transaction details optional fields were set up as Required, they are automatically inserted, and they must be included with the transaction.
Note: The allocation details will include only the transaction details optional fields that are assigned to the account used in the detail.
Specify the journal entry date and the fiscal year and period to which to post each entry.
In the Allocation Method field, specify whether to allocate account balances, quantities, or both the balances and the quantities.

If you allocate account quantities, also specify the range of fiscal periods for determining the net changes in quantity.
Click Process to generate the batch.

After creating an allocation batch

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.
Use the Batch Listing screen 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.