Enhanced interface

Field descriptions: Transaction allocation definitions

The following tables describe each field on the Transaction allocation information page.

Description of fields in the header section
Field name	Description
Allocation ID	The ID serves as the name of the transaction allocation definition. For example, you have 4 departments and you divide maintenance costs proportionately based on square footage, but you divide internet costs equally. You can create one transaction allocation definition called MAINTENANCE and one called INTERNET. Enter an ID that reflects a time frame if you assess your allocations on a periodic basis and need to maintain a history of prior allocations—for example, MAINTENANCE-2025. You cannot change the Allocation ID after you've saved the transaction allocation definition.
Description	Describe the transaction allocation to help users identify which allocation to use.
Status	An Active transaction allocation definition is available for use. An Inactive transaction allocation definition is not available for use and is hidden from view on new transactions.
Allocate by	Determines how the transaction allocation is split across dimensions. Percentage: When selected, the Value entered in the Entries table represents a percentage. For example, if you enter 25, it's 25%. You can include up to 12 decimal points when using percentage values. Percentage is the most commonly used transaction allocation type. Exact Amount - Absolute: When selected, the Value in the Entries table represents an exact amount of currency. For example, if you enter a value of 25, it's R25. Fixed amount with over/under logic: When selected, fixed amounts are applied to the transaction in the order they’re listed in the Entries table, and then percentages are applied to any remaining funds. Purchasing supports transaction allocations split by percentage only. To see examples of how each allocation method works, see About transaction allocations. If you change this selection after entering information in the Entries section, the information in the Entries section is cleared.
Document number	If the transaction allocation is based on a formula outlined in a specific document, such as a contract, enter a reference number of the document here. This number appears on the transaction allocation list as a reference.
Attachment	Attach supporting documentation to the transaction allocation definition here. For example, you could attach a spreadsheet that supports the breakdown of percentages such as square footage per department. You can attach any type of file to the transaction, including scanned images, spreadsheets, or document files.

Description of fields in the Entries section
Field name	Description
Show/Hide defaults	You can apply dimensions to all lines of your allocation by selecting Show defaults and then selecting a dimension value from a dropdown list. Select Apply defaults to apply the selected dimensions to each entry of the allocation.
Value type	Value type is a required field for your transaction allocation. The selection in this field determines whether the Amount or Percent fields are available. The available options are based on which Allocate by method is selected. If you selected Percentage, the value type is Percent. If you selected Exact amount—Absolute, the value type is Amount. If you selected Fixed amount with over/under logic, you can select Amount or Percent.
Location (required for multi-entity companies)	If you're using a multi-entity company, Location is a required field for your transaction allocation. For example, if your organization distributes utility expenses across several regional offices, you can use this section to assign a percentage of the expense to each locations. When you select this allocation in a transaction, the amount entered for the utility expense is automatically distributed to each location according to the percentages defined in the allocation definition. For multi-entity companies that use the same base currency, you can allocate an AP supplier invoice, AR sales invoice, or journal entry across multiple entities at top level only. To do this, you must create and use the allocation at the top level of the company. Allocations created at the top level of a company cannot be used at the entity level.