ifm apportionments

IFM APPORTIONMENTS

Elisa Vick elisa.vick@cistech.net

678.613.4898

Introduction Apportionments are used to spread a

source value or values across multiple cost centers or accounts within your general ledger.

Apportionments are made up of the following: An apportionment definition which includes

an ID and a criteria (optional). Apportionment source lines which define the

general ledger account values that you are apportioning from (optional).

Apportionment target lines which define the general ledger accounts that you are apportioning the source values to. If a criteria is not specified on the definition, then the criteria for each target is specified directly on the target.

Introduction – Apportionment uses

Apportionments can be used within an AP transaction i.e. to take a Rent billing and spread the total value across multiple cost centers which occupy the rented space.

An apportionment can also be used to spread value within a general ledger account (such as utilities) across multiple cost centers at the end of a period rather than using the apportionment on each individual transaction.

Benefits Apportionments save time. You don’t have

to enter multiple G/L lines and remember which cost centers to allocate values to.

Introduction Benefits (cont.)

Criteria can be used in multiple apportionments. If multiple expenses are apportioned to the same cost centers based on the same criteria (such as Square feet or Head count), you only have to set up the criteria once and that criteria can be specified on multiple apportionments.

You can create multi-tiered apportionments. You may have a target that receives value from a source and that target can become a source for another apportionment within an apportionment list. This method may be used across companies to spread costs first to a generic cost center and then, once the cost is within the appropriate company, spread it to the appropriate cost centers.

Apportionments – Executed over account balances

TargetAccount 3

TargetAccount 2

ApportionmentSource

TargetAccount 1

Based On:1. Apportionment Criteria2. Manual Apportionment Data

Apportionments - Executed at time of transaction entry

TargetAccount 3

TargetAccount 2

SpecifiedApportionmentTransaction

TargetAccount 1

Based On:1. Apportionment Criteria2. Manual Apportionment Data

Apportionment Criteria

Apportionment Criteria

Criteria used to dividea value among several

units. Enter ID & description.

Pressto Accept

Select F15 to add

Criterionvalues.

Apportionment Criteria

Apportionment Criteria Values

Apportionment Value

Unit: Identifier/Name ID and Name of the unit to which the

apportionment value relates. Criterion value

Value entered is used to derive the proportion that is assigned to the unit.

Proportion is given by the criterion value for the unit divided by the total of criterion values for all apportionment values belonging to the apportionment criteria.

Up to 13 digit numeric field with 2 decimal positions.

Select F6=Create to continue entering

Apportionment Criteriaor F12=Cancel to return

to the ApportionmentMenu.

Apportionment Criteria Values

Press enterto accept.

When complete, you will have a listing of all of

the units included ascriteria with theirrespective values.

Apportionment Criteria Values

You don’t need to include all unitsIn your apportionment. The systemWill automatically calc. the % basedOn units used in the targets.

Work With Appportionments

Apportionment Setup

Apportionment

Identifier ID of an apportionment (used to spread a

source value across a set of general ledger target accounts).

10 characters. Name

Name describing the apportionment. Up to 26 characters.

Apportionment

Criteria ID of an apportionment criteria to use

when assigning the proportion of value to each of the target accounts.

Leave blank to specify the criterion value to each target unit individually.

Apportionment Setup

Press enterto accept.

Apportionment Sources

Apportionment Source

Unit Identifier/Name ID and name of the unit component of the

unit/nature combination that is the source for the apportionment.

Nature Identifier/Name ID and name of the nature component of

the unit/nature combination that is the source for the apportionment.

Apportionment Source

Offset nature Identifier/Name Nature to which the reciprocal posting is

made following an apportionment. Usually the same but may be different

from the apportionment source nature. Balance to apportion

Valid options: Period - Balance to be apportioned is the

balance at the end of the most recent complete period.

Year to date - Balance to be apportioned is the overall balance for the year to date.

Select F12=Cancel to returnto the Apportionment

panel

Apportionment Sources

Press enterto accept.

Apportionment Targets

Apportionment Targets

Apportionment Target

Unit Identifier ID of the unit for this apportionment

target. A unit can only appear once per

apportionment. Nature Identifier

ID of the nature serving as the apportionment target nature.

Select F12=Cancel or F3=Exit

to return tothe Main Menu

Continue to add targetsUsing F6 until complete.

Target – With Apportionment Criteria Specified

Press enterto accept.

If no apportionment criteria is specified

then you must specifyeither a Criteria nature

or Target criteria value.

Target - Without Apportionment Criteria Specified

Press enterto accept.

Apportionment Lists

Once all targets are added

go to option 3 to work with

apportionment lists.

Apportionment Lists

Use F6to createa new

list

Apportionment Lists

Enter an ID anda name and pressenter to add the record then F15

to add the apportionments.

Apportionment Lists

Use F6to add

an apport.

Apportionment Lists

Enter an apport. ID and

press enter. Continue to use F6 to add

additional apport. tothe list.

Apportionment Request

Notice the balancein the source account

to be allocated. We willrun the apport. request

to apportion this amount to our targets.

Apportionment Request

Apportionment Request

Use F6to adda new

request.

Apportionment Request

Identifier Automatically defaults to ‘New’.

Apportionment List Enter the ID for the list you wish to run.

Latest period Period for which you want to run the

apportionment. Type

Leave at default of 1 to apportion actual amounts vs. budget amounts.

Financial division Company for which you are running the

apportionment request.

Apportionment Request

Transaction type Used to create the transaction type for the

transaction generated from the apportionment.

Date of transaction Determines the effective date of the

transaction. Request status / Record status

Leave at default.

Apportionment Request

Press enter twice And F12 to returnto apportionment

request menu.

Apportionment Request

Apportionment Request

Transaction Created from Apportionment

(10,000/18000)*100=55.56AND

(8,000/18,000)*100=44.44

Posting Apportionment Request Transaction

Apportionment within Transaction

Following is an example of creating a transaction which uses an apportionment to spread one value across multiple units/natures.

The apportionment only specifies Targets and instead of using an apportionment criteria, Criteria target values are specified on each target unit/nature.

-Unit 100810 has a criteriatarget value of 33-Unit 100820 has a criteriatarget value of 27-Unit 100830 has a criteriatarget value of 40

Creating the transaction

You must use the longtransaction entry method if you will be specifying anapportionment on a transaction.

Creating the transaction

Enter the totalvalue you wishto apportion.

Enter the apport. IDWhich specifies the

Appropriate allocations.

Note-You doNot have to

Enter a unit/Nature.

Creating the transaction

If using the apportionmentin a Journal Entry type oftransaction, be sure to enterthe offset side of the transaction.

Creating the transaction

Process the transactionAs you normal.

Creating the transaction

The apportionment correctly allocated the $1,000 across specified units/natures.

Apportionments – Short Invoice Entry

If you are apportioning for an A/R or A/P trans.you can use short invoiceentry and enter the Apport.ID in the ‘Apportionmentfield as specified above.

Apportionments - Summary

You can build Apportionments to run over period balances or year-to-date balances to spread amounts from a single account to multiple accounts or from multiple accounts to multiple accounts.

Apportionments can be based on specified criteria such as Square footage or Headcount or they can be based upon values entered directly on each apportionment target.

You can run multiple Apportionments at one time by setting up an Apportionment list.

Apportionments - Summary

Apportionments can be specified directly on a transaction during entry to spread a value across multiple accounts without having to specify any account numbers on the transaction.

Use Apportionments to simplify your month end tasks or recurring billings that need to be allocated across multiple accounts.