Use this screen to set up projects that you want to allocate to other projects. Use the Multi-Job Allocation feature to allocate a project, or even an entire project tree, to one or more projects. You can use various options to customize the costs allocated. You can allocate costs on a current or year-to-date basis with an option to include indirect burden costs, at either actual or target rates, with the allocation. You can also include hourly data such as account, labor category, and employee information. The basis for allocation can be one of three options: Cost Incurred, Hours Incurred, or Percentage. The Cost Incurred and Hours Incurred methods allow for ranges of projects, accounts, and organizations in the base. The Percentage method allows for the allocation of costs to non-project accounts and project accounts.
The Multi-Job Allocation serves as a service center for projects. You set up the project to be allocated like other projects so that full cost accumulation and reporting capabilities are possible. However, because one of the project's main purposes is to allocate to other projects, do not set it up as a billable job.
The project is allocated when you generate a journal entry from the Create Multi-Job Allocation Entries screen. After you review and post the allocation, it becomes a component cost to the projects receiving it and a credit to the project allocating it. The allocation history for the cost and hours is stored on the Manage Multi-Job Allocation Cost History and Manage Multi-Job Allocation Labor History screens, respectively.
This screen has three subtasks: Cost Accounts, Cost/Hours Base, and Percentage Base. These subtasks control the costs to allocate and the basis for the allocations.
Set up this screen before creating any Multi-Job Allocation journal entries. No further maintenance of this screen is required unless one of the variables changes.
Enter a code for this allocation. This code becomes the identifier for this allocation setup. You may want to set up separate codes for labor and non-labor allocations on the same project to separately allocate the labor hours information for the labor accounts.
Enter, or click 
to select, the project for which you want to allocate costs to other projects. This project can be at any level of the project tree. All project classifications (for example, Direct Project, Bid & Proposal) are eligible to allocate. The name of the selected project displays in the adjacent non-editable field.
Select this check box to allocate the lower levels of the project specified in the Project To Allocate field.
Use the drop-down list to select one of the allocation methods. Valid options are:
Cost Incurred — First, the amounts to allocate are summarized for the fiscal year, period, and subperiod selected on the process screen. The performing organization develops percentages of the total contribution. Next, the basis for allocation is summarized, for the same period, for the range of projects, accounts, and organizations specified in the allocation basis table. Percentages are then calculated for each project. Each base project is then multiplied by the costs to allocate for each performing organization. The allocation cost history is subtracted to arrive at the debit amount to post. The credit side of the entry goes to the project to allocate and the account/organization combination specified in the Credit Information group box.
Hours Incurred — The allocation method for Hours Incurred is the same as the Cost Incurred formula except that hours are used in the base instead of amounts.
Percentage — First, the amounts to allocate are summarized for the fiscal year, period, and subperiod selected on the process screen. Any cost history is subtracted from the ceilings to arrive at the remaining ceiling amount. The specified percentages for each project are multiplied by the total amount to allocate. The remaining ceiling amounts are compared to the amounts to allocate and the lower of the two values becomes the allocation amount. Where no ceiling exists, the amount to allocate is used. Any unallocated amount is added to the basis line that has the Apply Residual check box selected on the Percentage Base subtask. The credit side of the entry goes to the project to allocate and the account/organization combination specified in the Credit Information group box.
This non-editable field displays the functional currency of the database in which you are working.
Select this option to make the allocation on a year-to-date basis. You cannot allocate employee or vendor labor hours if you choose this option.
Select this option to make the allocation on a current period basis. If you select this option, the Allocate Employee/Vendor Labor Hours check box is enabled.
Select this check box to allocate employee and vendor hours along with the cost amounts. This option is available only if you selected Current Period in the Allocation Basis group box.
These options are available only if you selected the Include Indirect Burden Costs check box. Select the appropriate rate option, either Actual Rates or Target Rates. This selection must be the same rate that you use for burdening on the Project Status Reports and Compute Revenue screen.
Select this check box to include the applicable indirect burden costs from your project to allocate with your direct cost amounts. Note that burden is included only for accounts that have a Labor or Non-Labor Function Code on the Manage Project Account Groups screen. Although you can allocate indirect costs, they are not included in the basis for allocation. Selecting this option enables the Select Rate Type group box. If you selected the Current Period option in the Allocation Basis group box and you select the Allocate Employee/Vendor Labor Hours check box, this check box is disabled.
If you selected Cost Incurred as your Allocation Method, you can select this check box to include burden on the projects specified in the cost/hours base.
Use this group box to designate the account and organization that are credited for the multi-job allocation. The project to which this is credited is the Project To Allocate selection.
Enter, or click to select, a valid account to use as the credit. Note that the Detail and Project Required check boxes must be selected for this account on the Manage Accounts screen. Also, the account must be included in the allocating project's Account Group and any transaction validation screens that have been specified for this project. Use this account only for the multi-job allocation. Post no other transactions to this account.
Enter, or click to select, a valid organization to use as the credit with the Project To Allocate.
If your company is using the Reference Numbers feature, enter, or click to select, a valid reference number 1.
If your company is using the Reference Numbers feature, enter, or click to select, a valid reference number 2.
The % To Apply Remaining field keeps a running balance of the percent that remains to be applied. (You can enter percentages in the % To Apply column on the Percentage Base subtask, including two decimal places to the right (for example 78.54 percent). You must enter percentages greater than zero.)
|
Subtask |
Description |
|
Cost Accounts |
Click this link to open the Cost Accounts subtask. Use this subtask to enter the account that is allocated. |
|
Cost/Hours Base |
Click this link to open the Cost/Hours Base subtask. The information that you enter in this subtask serves as the basis for the allocation when the Allocation Method selected is either Cost Incurred or Hours Incurred. |
|
Percentage Base |
Click this link to activate the Percentage Base subtask when using Percentage as the Allocation Method. |