TRAVERSE Global v11.1

Transaction Allocations

If you need to distribute the amounts you enter for individual transactions among several different accounts, use the Transaction Allocations function to set up allocation records for these transactions. When you enter a transaction, associate it with a transaction allocation ID, and write it to the GL journal, the system automatically creates the associated journal entries according to the allocation ID.

This function is available only if you have the Not for Profit add-on installed.

For example, you set up a transaction allocation record to allocate rental expenses to several accounts. You can then enter a single transaction for the rental amount and associate it with the transaction allocation ID. When you click Write on the Transactions screen, the system automatically creates separate transaction entries with the appropriate amounts in the GL Journal for each account according to the allocation ID.

You can use the Edit Transactions function to edit the journal entries that are automatically created, if necessary.

Transaction Allocations differ from Account Allocations in two ways. First, it allows you more flexibility by letting you specify allocations by account segments, instead of by full account ID only as in Account Allocations. Second, and perhaps more important, transaction allocations work at the transaction level: the transactions you associate with a transaction allocation ID are allocated when you write them to the GL Journal. In contrast, account allocations do not occur until you post transactions.

ClosedCreating a Transaction Allocation
  1. Click the New button, on the toolbar, to open a blank transaction allocation record.
  2. Enter an allocation ID in the Allocation ID field. If you are entering a new transaction allocation, the Copy From field appears. Select a transaction allocation ID to copy from or skip the field to set up a new transaction allocation.
  3. Enter a description of the allocation in the Description field.
  4. Enter any additional notes in the Notes field.
  5. Enter the allocation's expiration date in the Expiration Date field.
    Note: Leave this field blank if the allocation never expires.
  6. Determine if you want to force users to allocate transactions only to the Division, Department, and Main Account segment values you specify in the Required Segments section.
    7. Box To
    Checked Enable the segment's boxes in the bottom half of this screen and disables that segment when users enter an allocation for transactions.
    Unchecked Disable the segment's boxes in the bottom half of this screen and enables that segment when users enter an allocation for transactions so they can select the segment value.
  7. Enter the applicable segments in the appropriate fields.
  8. Enter the percentage to allocate to the account in the Percentage field. Percentages must total 100% before exiting the screen.
  9. Click the Save button, on the toolbar, to save the new transaction allocation.

If no accounts exist in the chart of accounts that correspond to the segments you enter here, the system displays error messages when you attempt to write or post transactions that use the transaction allocation ID. Use the Chart of Accounts List and Chart of Accounts View functions to make sure accounts exist for the segments you define here to avoid errors.

ClosedEditing a Transaction Allocation
  1. Select a transaction allocation to edit from the Allocation ID field.
  2. Edit the fields as necessary.
  3. Click the Save button, on the toolbar, to save any changes made to the transaction allocation.
ClosedDeleting a Transaction Allocation
  1. Select a transaction allocation to delete from the Allocation ID field.
  2. Click the Delete button, on the toolbar, to delete the selected vendor's record.
  3. Click Yes at the "Are you sure you want to delete selected record(s)?" prompt.
ClosedProduce a Transaction Allocations List

Use the Transaction Allocations List function to view the account allocations you have set up.