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#381 Special Allocations/Internal Base
This button will be available on the Cost Allocation menu if you have installed Supplement
#381 Special Allocations/Internal Base.
Function
Special Allocations/Internal Base allocate the costs of specified program elements (pools) to designated program elements based upon an internal (financial) base.
Processed as a part of month end cost allocation activities, pools are reallocated using a transfer code. A revenue or expenditure code is assigned as the transfer code for each pool. When the allocation takes place, a credit amount will appear in the pool for the entire pool amount (zeroing the pool) and each program element sharing in the cost of the pool will be debited with its share of the pool using the transfer code.
GMS Clients use these pools for many purposes. Some examples include:
Things You Should Know
Operating Instructions
Special Allocation Setup tab
Special Allocation Pool tab
Edit: Click on this button to enter or edit special allocation pools.
GL Transfer Code: Click on the combo box arrow and select the desired transfer code.
Pool Element: Click on the combo box arrow and select the desired pool program element.
Active: Place a checkmark in this box if this pool is active.
Save Edit: Click on this button to save the pool and GL information reflected in the grid.
Print: Click on this button to print the Special Allocation Pools.
Special Allocation Base tab
Edit: Click on this button to enter or edit special allocation bases.
Rate: Click on the combo box arrow and select the rate.
Base: Click on the combo box arrow and select the base of salary or hours.
Hours Base: If Hours Base was selected you will need to click on the box to the left of the item if it is to be included in the base.
Salary Base: If Salary Base was selected you will need to click on the box to the left of the item if it is to be included in the base.
Pool Elem: Click on the combo box arrow and select the desired pool program element.
Allocation: Click on this button and select the type of base to be used for allocation.
Other Direct Costs: Click on this box if the base is to include any other GL expense codes other than the items available for selection in the hours/salary base above. If this box is checked, you will need to include the desired GL codes (see instructions below).
Include All GL Codes: Click on this box if you wish to include all or most of the GL codes. It will put 100% next to all of the GL codes on the Include GL tab.
Include All Elements: Click on this box if you wish to include all or most of the Elements. It will put 100% next to all of the Element codes on the Include Element tab. This selection would not typically be chosen since it is normally used for program specific allocations.
Note: The system will not allow you to select any element as a base element that has been designated as a pool element in any previous allocation routine. For example, should you have Supplement #392 Monthly Cost Center Allocation or Supplement #367 Service Unit Allocations, any element that is a pool element for either of those supplements cannot be chosen as a base element for Special Allocations/Internal Base.
Include Classes: The figure shown in the percentage column represents the percent to include in the base. To change this figure, click on the percentage field for the desired class and enter a number between 0 and 100 for the percent to include in the base.
Include Element: The figure shown in the percentage column represents the percent to include in the base. To change this figure, click on the percentage field for the desired element and enter a number between 0 and 100 for the percent to include in the base.
Include GL Code: The figure shown in the percentage column represents the percent to include in the base. To change this figure, click on the percentage field for the desired GL code and enter a number between 0 and 100 for the percent to include in the base.
Save Edit: Click on this button to save the information reflected in the grid.
Print: Click on this button to print the Service Unit Allocation Bases.
Cost Allocation tab
Period: The period should reflect the month end that is being processed and that has been used for the other pool allocations.
Cost Allocation menu, Special Allocation button: Click on this button to print the Special Allocation Summary.
#381 Special Allocations/Internal Base.
Function
Special Allocations/Internal Base allocate the costs of specified program elements (pools) to designated program elements based upon an internal (financial) base.
Processed as a part of month end cost allocation activities, pools are reallocated using a transfer code. A revenue or expenditure code is assigned as the transfer code for each pool. When the allocation takes place, a credit amount will appear in the pool for the entire pool amount (zeroing the pool) and each program element sharing in the cost of the pool will be debited with its share of the pool using the transfer code.
GMS Clients use these pools for many purposes. Some examples include:
- Allocating the cost of transportation coordination to all transportation program elements within an organization.
- Allocating the management costs for a particular site only to the programs operated within the site.
- Allocating department management costs to all programs within the department.
Things You Should Know
- Before pools and bases can be established in this supplement, the pool program elements and pool transfer codes must be established in your GL Master Files.
- You may not use any other transfer codes created for other cost allocation supplements. Also, you may not use expenditure control accounts for salaries, leave, fringe or indirect as transfer codes.
- Expenditure codes that are established as the pool transfer codes become control accounts; therefore, they should never be used for any other coding.
- The same GL code cannot be used for more than one special allocation pool.
- If you are coding a revenue code to a pool to lower the cost to be allocated make sure the cash receipt is coded at the Element level for the specific pool.
- During the Year End Roll Forward process, the pool designations and base information is carried into the new fiscal year only if the box is checked.
Operating Instructions
Special Allocation Setup tab
Special Allocation Pool tab
Edit: Click on this button to enter or edit special allocation pools.
GL Transfer Code: Click on the combo box arrow and select the desired transfer code.
Pool Element: Click on the combo box arrow and select the desired pool program element.
Active: Place a checkmark in this box if this pool is active.
Save Edit: Click on this button to save the pool and GL information reflected in the grid.
Print: Click on this button to print the Special Allocation Pools.
Special Allocation Base tab
Edit: Click on this button to enter or edit special allocation bases.
Rate: Click on the combo box arrow and select the rate.
Base: Click on the combo box arrow and select the base of salary or hours.
Hours Base: If Hours Base was selected you will need to click on the box to the left of the item if it is to be included in the base.
Salary Base: If Salary Base was selected you will need to click on the box to the left of the item if it is to be included in the base.
Pool Elem: Click on the combo box arrow and select the desired pool program element.
Allocation: Click on this button and select the type of base to be used for allocation.
Other Direct Costs: Click on this box if the base is to include any other GL expense codes other than the items available for selection in the hours/salary base above. If this box is checked, you will need to include the desired GL codes (see instructions below).
Include All GL Codes: Click on this box if you wish to include all or most of the GL codes. It will put 100% next to all of the GL codes on the Include GL tab.
Include All Elements: Click on this box if you wish to include all or most of the Elements. It will put 100% next to all of the Element codes on the Include Element tab. This selection would not typically be chosen since it is normally used for program specific allocations.
Note: The system will not allow you to select any element as a base element that has been designated as a pool element in any previous allocation routine. For example, should you have Supplement #392 Monthly Cost Center Allocation or Supplement #367 Service Unit Allocations, any element that is a pool element for either of those supplements cannot be chosen as a base element for Special Allocations/Internal Base.
Include Classes: The figure shown in the percentage column represents the percent to include in the base. To change this figure, click on the percentage field for the desired class and enter a number between 0 and 100 for the percent to include in the base.
Include Element: The figure shown in the percentage column represents the percent to include in the base. To change this figure, click on the percentage field for the desired element and enter a number between 0 and 100 for the percent to include in the base.
Include GL Code: The figure shown in the percentage column represents the percent to include in the base. To change this figure, click on the percentage field for the desired GL code and enter a number between 0 and 100 for the percent to include in the base.
Save Edit: Click on this button to save the information reflected in the grid.
Print: Click on this button to print the Service Unit Allocation Bases.
Cost Allocation tab
Period: The period should reflect the month end that is being processed and that has been used for the other pool allocations.
Cost Allocation menu, Special Allocation button: Click on this button to print the Special Allocation Summary.