Allocating a Request

Objective

After completing this lesson, you will be able to allocate a request to the proper cost objects

What Is Allocating?

Allocating a request is when a user splits a request across multiple cost objects such as cost centers or projects. Allocation allows the user to indicate what cost objects will incur the costs associated with the request, helping companies budget and plan more appropriately.

  • In most cases, if the user does nothing, all expenses on the request will be allocated based on the items on the request header.
  • Users can allocate expenses individually or in groups.
  • Users can allocate to one or more cost objects.
  • Users can split items by percentage or monetary amount. This example will show how to allocate by percentage.
  • Users can save their favorite allocations for easy re-use.
  • Depending on the site configuration, the allocations could be used to determine what managers must approve the request.
  • The system is usually configured so that allocations on the request are automatically applied to the later expense report, saving the user time during the expense reporting process.

Allocating a Request

In this example, the Accounting Department would like the expenses to be split evenly to the Accounts Payable and Accounts Receivable cost centers have agreed to share in the costs of your trip. You must allocate your request evenly to both cost centers.

Steps

  1. Select the expenses to allocate.

    Screenshot showing the selection of the expenses to be allocated and then selecting the Allocate button.
    1. Select the checkbox for each expense that must be allocated. Selecting the top checkbox selects all expenses on the request.
    2. Select the Allocate button.

  2. Add an allocation.

    Screenshot showing the selection of the Add button.

    Select the Add button.

  3. Create the first allocation.

    Screenshot showing the selection of the Accounting Department, Accounts Payable Cost Center, and the Save button.
    1. Select (100) Accounting in the Department dropdown.
    2. Select (101) Accounts Payable in the Cost Center dropdown.
    3. Select the Save button.

  4. Add another allocation.

    Screenshot showing the selection of the Add button.

    Notice that the request is now 100% allocated to Accounts Payable. Select the Add button to add another allocation.

  5. Create the second allocation.

    Screenshot showing the selection of the Accounting Department, Accounts Receivable Cost Center, and the Save button.
    1. Select (100) Accounting in the Department dropdown.
    2. Select (102) Accounts Receivable in the Cost Center dropdown.
    3. Select the Save button.

  6. Review and save the allocations.

    Screenshot showing the review of the allocations and the selection of the Save button.

    The request will always be split evenly across all cost objects the user adds. You can adjust the percentages if you do not want an even distribution. If you do not know the percentages, you can split by monetary values by selecting the Amount option in the upper left. Select the Save button to save the allocations.

Result

Screenshot showing the allocated request.

The request is allocated.

Allocating a Request

Now that you've seen the steps on allocating a request, watch the following video for a demonstration.

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