Supplier Allocation Codes
Supplier allocation codes can be used in situations where you may have an expense every month that has the same percentage spread. For example, if you have a contract for landscape maintenance and you regularly split the expense among a number of buildings, you can set up an allocation code to automatically split it for you when you're entering the invoices.
Add Supplier Allocation Codes
1. Go To System Tasks
2. Click Control Codes
3. Supplier Allocation Codes
Code:
Select an existing code from the dropdown list or enter a supplier allocation code of up to 10 characters (no spaces). If this is a new code, answer "Yes" add it to the list. In the resulting screen, enter the description and click on the Save button and Close Window button to return to the Supplier Allocation screen.
Debit G/L #
Double click under GL # to get a G/L Account selection box where you can choose the building and account numbers. Select a building and the G/L account number from the drop down lists. If selecting more than one building all buildings must use the same bank. Click on OK to return to the original screen.
Allocation %
Enter a percentage, e.g. 25%. Enter it as 0.25 or 25%. Repeat this process to enter all lines of the distribution. The percentages should add up to 100%, but the system will not force the percentages to add up to 100%, as clients use this feature in a variety of ways.
Save the allocation code and Close the Window.
Add this Code to a Supplier
You have the option to record this allocation code on a Supplier’s Accounting screen. If you do, the next time you enter an invoice or handwritten check for this supplier, the system will default to this allocation code, which you can then use, change to another allocation code, or delete entirely. If you do not add this code to a supplier, you can still select it from the list of allocation codes.
This example shows the Supplier Allocation Code and the Default G/L Account, which is generally used more often than the Default Allocation Code.
Add a Supplier Invoice:
While in Add or Change Supplier Invoice or Handwritten Checks, you can now select an Allocation Code. As soon as you select an Allocation Code, you must enter the amount to be allocated. You would enter an amount, which excludes any sales tax which is eligible for an input tax credit.
Report
To obtain a listing of existing Supplier Allocation Codes, from the Navigation Pane, click on Building – Select a Report – Control Code Listings – Supplier Allocation Codes Listing.
