Allocate Line Items in Emburse Professional AP

Allocate Line Items in Emburse Professional AP

Emburse Professional AP enables you to allocate the cost of line items across multiple Departments, GLs, and/or Projects.

This article shows submitters how to allocate a line item.

  1. Open or create the line item and select the Allocation button.

    Line item entry showing product details with Department, GL, and Project fields.

  2. In the Actions section, enter the number of allocations you wish to add. Then, select the plus button.

    Allocate Item page showing Item Summary, Actions section with Add Allocation field, and Saved Allocations area.

    • Additional row(s) will appear in the table.
    • Select Split Evenly # Ways to split the line item's cost evenly among the first Department, GL Account, and Project and the additional Department(s), GL Account(s), and Project(s).

      • Allocate Item page with Add Allocation set to one and Split Evenly 2 Ways option selected.

  3. Select Edit to change the quantity, amount, or percentage allocated to each Department, GL, and Project.

    Distribution table with two Department and GL rows created for allocation split

  4. The Percentage fields become editable. Enter the new percentages in both rows.

    Distribution table with Percentage field editable for each Department row.

  5. Select Update to see the new Allocations Totals and Remainder To Be Allocated after you add an allocation.

    Distribution table showing 100 percent allocation to one Department row and zero to the other.

    The Quantity, Amount, and Percentage columns show the allocation remainders. 

    Emburse Professional AP adjusts quantity, amounts, and percentages as necessary for uneven amounts.

    The Quantity, Amount, and Percentage fields are linked. Changing percentages updates the Quantity and Amount fields.

    Distribution table updated with two Department rows, each at 50 percent allocation

  6. If you often allocate a line item's quantity and cost to certain Departments, GL Accounts, or Projects, you can save the allocations. To save an allocation after creating it, enter a name for this allocation and select Save.

    Distribution table showing adjusted Quantity, Amount, and Percentage values across two rows.

  7. The next time you open this page, the saved allocation will be available to apply to the new line item. Select the allocation from the Saved Allocation section.

    Allocate Item page with Save Allocation text field containing “Equipment allocation.”

  8. Select OK.

    Confirmation dialog asking to apply the saved allocation “Equipment allocation

  9. The saved allocation areas Quantity, Amount, and Percentage appear on the new line item.

    Distribution table showing two Department rows with Quantity, Amount, and Percentage values updated.

  10. After adding all necessary allocations to a line item, select Update.

    Confirm that the Allocation Totals match the original line item and the Percentage column shows 100%. Also be sure the Remainder To Be Allocated shows dashes (i.e., none).

    Distribution table highlighting Allocation Totals and Remainder to be Allocated section.

  11. Select Save.

    Distribution table with Save button highlighted to confirm updated allocations.

  12. After you have saved the allocation, select Show/Hide Allocations under the line item to view your allocations for each line item.

    Line item list with Show/Hide Allocations link highlighted for a World map product.

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