Certify Purchasing enables you to allocate the cost of line items across multiple Departments, GLs, and/or Projects.
This article shows you, a Purchasing Submitter, how to allocate a line item.
Step 1: To allocate a line item, click the Allocation icon.
Step 2: In the Actions section, enter the number of allocations you wish to add. Then, click the plus icon.
- Click the Split Evenly # Ways to split the line item's cost evenly between the first Department, GL Account, and Project and the second Department, GL Account, and Project.
- A second row appears in the table.
Step 3: Click Edit to change the quantity, amount, or percentage allocated to each Department, GL, and Project.
Step 4: The Percentage fields become editable. Enter the new percentages in both rows.
Step 5: To see the new Allocations Totals and Remainder to be Allocated after you add an allocation, click Update.
The Quantity, Amount, Percentage columns show the allocation remainders.
Please Note: Certify Purchasing adjusts quantity, amounts, and percentages as necessary for uneven amounts.
Because the Quantity, Amount, and Percentage fields are related to each other, new percentages change the Quantity and Amount field.
Step 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 click Save.
Step 7: The next time you open this page, the saved allocation is available to apply to the new line item. Select the allocation from the Saved Allocation section.
Step 8: Click OK.
Step 9: The saved allocation areas, Quantity, Amount, and Percentage appear on the new line item.
Step 10: After adding all necessary allocations to a line item, click Update.
Please Note: Make sure the Allocation Totals row shows the same quantity and amount as the original line item, and the percentage column shows 100%. Also make sure the Remainder to be Allocated shows dashes, which mean none.
Step 11: Click Save.
Step 12: After you've saved the allocation, click Show/Hide Allocations under the line item to view your allocations for each line item.