Link an expense or income across many center and
accounts.
Or
Distribute Budget or Expenditure Gross Amounts to selected Centers:
Sometimes you are given a task of
distributing a lump sum or one invoice among a handful of centers' accounts.
For example if you were given $10 million because of a grant or budget infusion
to distribute to 5 centers for permanent personnel salaries, or you have a
common purchase of a fleet of cars (an invoice) that you wish to distribute to
various centers. The submission number can document the nature of the shared
expense or budget (whatever phase you wish to define) – there is provision for
comments and description to indicate a Vendor invoice number or a Grant number.
You can use this to document payments, even
if a payment is distributed among many sub-account and centers.
To document the Vendor invoice or large budget grant, place comments in
the submission record.
The [add/edit]è [Add/View Present User Playground
Submissions]
First define a submission and document the source of the shared amount:
Or you can distribute a shared expense, ex: purchase of ten cars:
To do this, you would do the following. Click [Add..] then [Distribute
Budget…]
This form will create
transaction that will either alter or add data.
These transactions
are place in a submission, that you can examine it impact via the Cost Center
reports selection before promoting them to budget production.
You can create more than one scenario distribution; see the results, and the select the submission to promote. Click from the menu bar above, then…
1. Select the sub-account, here we pull down the
select (see 3) and click to select 5.Create
new submission to receive these transactions (do this!).
[1010 Regular staff..]
2. If you want to extract the total for a past submission/batch number's (you can also call it scenario,
batch, or playground number), sub-account with modification and centers transactions that was
previously promoted into production, click this.
This allows you to change you mind for the distribution of this 1 million
dollars. This command button will scan the production budgets for the same
submission number, sub-account and modification code, add up the amounts
and automatically fill in the gross amount (see 7 pointer).
3.Used to Select the sub-account, here we pull down the select (see 3) and click to select
[1010 Regular staff..]
4. Select the submission that will receive the generated transactions, or
click command button 5, which will bring up the "create new submission
form". We recommend that you place the generated transactions in an
empty submission. If you choose to pass them to an existing submission
containing other transactions, you may find it confusing.
6. Select a modification code, or reason for making a modification to the
base budget (modification code 0). In this case we selected [Internal
Administration] as our reason for this adjustment for having more personnel
budget added to these cost centers' regular staff budgets ( ie. sub-account).
7. Enter the million dollar total amount here,
or let the system retrieve a total for you ( see 2). 8. The quantity in this case can be interpreted
as funded people that this money will pay for (ie. salary money). 9. You can enter the percentage breakdown in
this column. The percentages must add up to 100%. The system will
automatically compute the amounts and the personnel distribution. You can
alter these amounts directly yourself.
Still the amounts must add up to the total, in this example case 1
million. 10. If you want to reset these amounts to zero
in case you want to restart your distribution again, click this button. It
retrieves the centers and production figures if any exists (see pointer
11). Remember that the centers shown are the centers that you have been
authorized to change. (see the "security manager" menu option under [tools…].). 11. These two columns will contain production
data if any data exists for a center's sub-account and modification code
for this fiscal year, company and phase. If you choose to distribute some
of the million dollars to a center that has something in this column, then
the amount entered will replace, this amount (it will not add to it!). If
you want to add to it, then choose another modification code. A center
cannot have two amount for a sub-account with the same modification code.
You can't have two base amounts (or opening balances) for the same center,
year, company, phase and sub-account. If you want to accumulate then alter
this amount using the normal methods (see cost center view). 12. Finally when you have distributed the
million dollars as you like it, click this button. It will generate the transactions and append
them to the selected submission number. Again, the same method that allow you to tie a
large budget amount across multiple center’s accounts can also used to
distribute a Vendor or expenditure across many centers’ accounts. The gross
amount can be tied to a submission number. You can reserve Invoice numbers
as submission numbers within a high range, ex: 99900001 represents vendor
999’s invoice number 1.
This form
allows you to get a report for any production (promoted) or playground scenario
set of transaction.
In this case we want to see the transactions we distributed at the beginning of
this document, the $210,032.
This report is shown:
…. 21 page long report …
