Create and Use an Allocation Template (Classic view)

If the rent you charge (or pay) should be pro-rated for different tenants in a building, you can create an allocation template and assign it to a Lease BP. The template will designate a breakdown of the costs for each tenant and the system will use this breakdown to create the payment calculations.

For example, for accounting purposes, the rent for a building is to be charged back to departments, based on each department's space usage. The Marketing Department uses 60% of the space and IT uses 40% of the space. If the total rent for the building is $5000 per month, Marketing would be charged $3000 and IT would be charged $2000 per month.

To create an allocation template

  1. Open the Lease BP you want to create the template for.
  2. Click Menu Options ( )and select Allocation. The Allocation Templates window opens.
  3. Click the New button. The Add/Edit Allocation Details window opens.
  4. Use the information in the first table below to complete the top three fields in this window.
  5. Click the Add button. The system enters a row number and opens an editable text box in the Description field.
  6. Use the information in the second table below to add rows to the allocation template.
  7. To add more rows to the allocation template, repeat steps 5 and 6.
  8. Click OK.

In this field:

Do this:

Allocation Name

Enter a name for the allocation template. This name will appear on the list of allocation templates you can select for the record or line item you create.

Payment Type

Click the arrow and select the payment type that should be used for the allocations.

Allocation Type

Select the type of allocation to use for the pro-ration.

  • Percent will pro-rate the lease according to the percentage you specify (see Allocation Value).
  • Fixed will allocate a fixed cost to each tenant.
  • Area will pro-rate the lease according to the square footage each tenant occupies (see Allocation Value).

Allocation Value

Enter the value of the Allocation Type.

  • For Percent, enter the percentage of the lease that should be paid by the tenant. If you specify percent, the values in all these fields must add up to 100%.
  • For Fixed, enter the lease amount that should be paid by the tenant.
  • For Area, enter the square footage for which the tenant is paying.

Cost Code

From the picker that opens, select the cost code for the allocation.

To link an allocation template to a lease business process:

  1. Open the Lease business process record to which you want to link the template.
  2. Click the Menu Options ( ) and select Allocation. The Allocation Templates window opens.
  3. Select the template you want and click Open.

Last Published Thursday, October 16, 2025