Defining Allocation Process Steps

To define steps in the PeopleSoft Allocations process, use the Define Allocation Step component (ALLOCATIONS).

Page Name

Definition Name

Usage

Define Allocation Step - Type Page

ALLOC_CALC_OPTN

Define one of five allocation types, as well as any special arithmetic operations that you want to perform by using the pool and basis.

Select a transaction code for use in interunit and intraunit allocations.

Define Allocation Step - Pool Page

ALLOC_POOL

Define the allocation pool: pool record, selection criteria, and selection method. You can define the pool from ledger balances, any table, or a fixed amount.

Pool Exceptions Page

ALLOC_POOLX

Enter pool exceptions for ranges of values.

See the Define Allocation Step - Pool Page.

Define Allocation Step - Basis Page

ALLOC_BASIS

Determine the basis of the allocation or how the pool amount is to be allocated to the target.

Basis Exceptions Page

ALLOC_BASISX

Enter basis exceptions for ranges of values.

See the Define Allocation Step - Basis Page.

Define Allocation Step - Target Page

ALLOC_TARGET

Define the destination for the allocation or the target record (journal or any table) and target field values.

Define Allocation Step - Offset Page

ALLOC_OFFSET

Define the offset entry that balances the target. Offset usually reflects the clearing of pool amounts as they are transferred to the targets. However, if the target record is not a balanced ledger, such as a budget ledger, there is usually no offset.

Define Allocation Step - Output Options Page

ALLOC_OUT_JRL_OPTN

Define journal options if the target or offset record is journals, or define the Table Output Option if the target or offset record is table.

Define Allocation Step - Round Options Page

ALLOC_ROUND_OPTN

Define the method for rounding the allocation amount and distributing odd cents. This option is valid for only these allocation types: Spread Evenly, Allocate of Fixed Basis, and Prorata with Record Basis.

Define Allocation Step - Batch Records Page

ALLOC_RECNAME

Specify the batch temporary tables that are used in the PeopleSoft Allocations process.

Define Allocation Step - Amount Fields Page

ALLOC_AMOUNT

Define the amount field mapping between the pool, basis, target, and offset records.

Use the Define Allocation Step component (ALLOCATIONS) to do the following:

  • Select the allocation type.

  • Define the allocation pool.

  • Define the allocation basis.

  • Define the allocation target.

  • Define the allocation offset.

  • Select output options.

  • Select rounding and distribution of odd cents options.

  • Specify batch records.

  • Define amount fields.

Depending on its complexity, you can define an allocation by one or more process steps. Multiple steps represent a step-down allocation. These steps together form a process group, with each allocation identified by a unique group ID.

Each allocation step represents a discrete stage in the PeopleSoft Allocations process, which means that the process updates the ledger balances or creates journals at the end of the step. For example, you can perform a rent expense allocation in one step because you update the ledger only once to accomplish this allocation. But for more complex allocations, such as the distribution of administrative expenses across sales departments followed by the allocation of sales expense across products, you need two steps.

This diagram illustrates the use of multiple steps in an allocation processing:

Multiple steps in allocation processing

 Multiple steps in allocation processing

In this example, the first allocation step distributes administrative expense across the sales departments and then updates the ledger. If the ledger is not updated, the second step draws erroneous data from the ledger because the second step must allocate the newly updated sales expense across products.

Use the Allocation Step - Type page (ALLOC_CALC_OPTN) to define one of five allocation types, as well as any special arithmetic operations that you want to perform by using the pool and basis.

Select a transaction code for use in interunit and intraunit allocations.

Navigation:

Allocations > Define and Perform Allocations > Define Allocation Step > Type

This example illustrates the fields and controls on the Define Allocation Step - Type page. You can find definitions for the fields and controls later on this page.

 Define Allocation Step - Type page

Note: The data that is entered using these pages can also be loaded as an Application Data Set using the Data Migration Workbench. For more information about ADS and the Data Migration Workbench for FSCM applications, see Using the Data Migration Workbench for PeopleSoft Allocations

Field or Control

Description

Allocation Type

Select a calculation option to determine the pool amounts that are going to the targets from one of the following allocation types:

  • Copy: Copies pool amounts to the target or offset with possible percentage changes.

  • Spread Evenly: Divides pool amounts equally by the specified basis fields to derive the target amounts. For example, this type can be used to divide the pool equally in thirds among department IDs 0100, 0200, and 0300.

  • Allocate on Fixed Basis: Allocates on a fixed basis. It is based on the fixed allocation percentage that you specify in the % field in the Value/Node scroll area on the Basis page.

  • Prorata with Record Basis: Divides the pool amount among the targets based on amounts that are stored in the basis record.

  • Arithmetic Operation: Defines the allocation calculation as a mathematical operation between the pool and basis.

Extension opcode (extension operation code)

When you select Arithmetic Operation, the extension operation code field becomes active and you can select Add, Subtract, Multiply, or Divide.

Transaction Code

Select the appropriate code when you use interunit and intraunit allocation.

See Setting Up Interunit and Intraunit Allocations.

These tables illustrate the results of a simple rent allocation using the same pool of 400 GBP but different allocation types.

The following example illustrates the allocation type of spread evenly:

Basis and Target For a Pool of 400 GBP

Account

Department

Amount

Basis

 

11001

One of 4 departments

 

 

12000

One of 4 departments

 

 

13000

One of 4 departments

 

 

22001

One of 4 departments

Target

RENT

11001

100 GBP

 

RENT

12000

100 GBP

 

RENT

13000

100 GBP

 

RENT

22001

100 GBP

The following example illustrates the allocation type of fixed basis:

Basis and Target For a Pool of 400 GBP

Account

Department

Amount

Basis

 

11001

10 percent

 

 

12000

20 percent

 

 

13000

20 percent

 

 

22001

50 percent

Target

RENT

11001

40 GBP

 

RENT

12000

80 GBP

 

RENT

13000

80 GBP

 

RENT

22001

200 GBP

The following example illustrates the allocation type of prorata:

Basis and Target For a Pool of 400 GBP

Account

Department

Amount

Basis

FLOORSPACE

11001

10 SQF

 

FLOORSPACE

12000

20 SQF

 

FLOORSPACE

13000

20 SQF

 

FLOORSPACE

22001

50 SQF

Target

RENT

11001

40 GBP

 

RENT

12000

80 GBP

 

RENT

13000

80 GBP

 

RENT

22001

200 GBP

The following example illustrates the allocation type of arithmetic operations of multiplication:

Basis and Target For a Pool of 400 GBP

Account

Department

Amount

Basis

FLOORSPACE

11001

10 SQF

 

FLOORSPACE

12000

20 SQF

 

FLOORSPACE

13000

20 SQF

 

FLOORSPACE

22001

50 SQF

Target

RENT

11001

4000 GBP

 

RENT

12000

8000 GBP

 

RENT

13000

8000 GBP

 

RENT

22001

20000 GBP

Use the Define Allocation Step - Pool page (ALLOC_POOL) to define the allocation pool: pool record, selection criteria, and selection method.

You can define the pool from ledger balances, any table, or a fixed amount.

Navigation:

Allocations > Define and Perform Allocations > Define Allocation Step > Pool

This example illustrates the fields and controls on the Define Allocation Step - Pool page. You can find definitions for the fields and controls later on this page.

 Define Allocation Step - Pool page

Field or Control

Description

Pool Record Type

Specify one of the following:

  • If you are specifying the pool record for General Ledger, select the Ledger Group and enter the ledger group name.

  • If you are defining the pool record for Project Costing, select Any Table and enter the table name.

    Note: If you specify the value Any Table in the Pool Record Type field, add any additional fields that might be required to the delivered ALC_GL_P_TAO table.

  • If you want to pool a specific amount, select Fixed Amount. While the pool amount is typically based on amounts from the ledger, you can choose to base it on any fixed amount, such as equipment cost of 40000.00 GBP allocated across departments. Specify the fixed amount on the Amounts Field page.

    Note: The allocation process does not require the currency control fields (such as FOREIGN_CURRRNCY and CURRENCY_CD) to be specified in the target and offset definitions when using a fixed pool amount.

    Foreign Currency: The process defaults the target and offset foreign currency from the base currency of the pool primary ledger or from the base currency of the business unit of the request. If you specify a ledger group for the pool, the process selects the base currency of the primary ledger for the pool ledger group. If the pool ledger group is blank, the process gets the base currency from the business unit of the request.

    Base Currency: The process defaults the base currency to the base currency of the target and offset business unit. This enables you to set up interunit allocation steps by using a fixed amount and targeting the results to different business units with different base currencies.

Pool factor

Enter a percentage to apply to the pool amount. This option provides the flexibility to allocate a percentage of the pool amount. You can also allocate more than 100 percent of the pool amount.

Time Span

Select to specify a period that is relative to the current period: the fiscal year and accounting period that are to be used to retrieve pool records. Enter a single or multiple period time span to determine the accounting periods that are used for the pool. Relative time spans, such as PER (current period activity), retrieve amounts that are relative to the as of date that you specify on the Allocation Request page. You are not required to specify a value in the Time Span field; if you do, the system retrieves only the pool amounts for the specified fiscal year and accounting periods. If you leave this field blank, the system retrieves all the pool amounts for all fiscal years and accounting periods. If you specify Any Table for the pool record, and the pool record does not have both FISCAL_YEAR and ACCOUNTING_PERIOD fields, you cannot specify a time span value here.

If you specify Ledger Group for the Pool Record Type field, the system determines the fiscal year and accounting period by using the calendar that is defined for the ledger group on the Ledgers for a Unit - Definition page. If you specify Any Table for the Pool Record Type , the system determines the fiscal year and accounting period by using the calendar that is defined on the Time Spans page.

If you specify a multiple period time span, the system adds together the pool amounts for all periods to get one single pool amount, regardless of the values that you enter in the Basis Time Span, Target Time Span, Basis Span Opt, and Target Span Opt fields. You cannot split pool amounts across periods to match basis or target periods.

Note: The PeopleSoft Allocations process excludes period 999.

Zero Pool Amount Option

Select one of the following options to tell the system how to proceed when the amount of the pool record retrieved is zero:

  • Calculate This Pool: Proceed to calculate the amount when the pool is zero.

  • Select Next Pool: Skip the zero amount pool record and select the next pool record for processing.

  • Stop Processing: Issue an error message to indicate a zero amount pool record is selected, and stop the allocation step due to this error.

  • Calc No Rows as Zero (calculate no rows as zero): If no pool rows are selected based on the time span and selection criteria that is specified in the Pool fields, the allocations process processes these rows as zero pool amounts. For rows that exist in the database, the system processes these rows the same as Calculate This Pool. When you use this option, any selection criteria field that you use for the pool must be explicitly defined. For example, if on the Target/Offset pages one of the fields has a source defined as group by pool and basis, then this field must also be defined in the pool.

Before the allocation process selects pool records, it groups them based on how the target and offset fields are specified. The process uses the zero pool amount option logic only if the total amounts of the group of pool records totals zero. If some individual pool amounts are zero but the total amount of the group of the pool records is not zero, the system process this group of pool records.

Field Name

Enter, within the Pool Fields group box, the field name that the PeopleSoft Allocations process uses in selecting only certain pool rows from the pool record. If the pool record type is a ledger group, the pool record name is the ledger record name that is defined in the ledger template for the ledger group. The Field Name prompt table lists all fields that are in the pool record.

If no pool rows are selected based on the time span and selection criteria that you specify in the Pool Fields group box, the PeopleSoft Allocations process skips this step unless you specify Calc No Rows as Zero in the Zero Pool Amount Option field. You receive the message, "No record row exists for the pool," and if this is a multiple step group, the system continues processing the next step in the group.

In the How Specified group box that follows, specify the appropriate option or select a combination of the three methods that are described to determine how values are to be provided for the field name that you select.

If you do not explicitly specify the BUSINESS_UNIT field value, the system uses the business unit that is specified on the Allocation Request page to select pool rows.

Note: Use trees whenever possible to reduce future maintenance when the ChartField values change.

Selected Detail Values

Select to activate the first Specify Values/Range of Values/Tree Nodes edit box so that you can list individual pool field values, such as specific departments or accounts.

Selected Tree Nodes

Select to activate the tree information fields for you to specify a tree from which to select nodes. The Level Name field is optional and is used to limit the prompting to the selected level.

Use the Set Control Value field to select trees that are not keyed by SetID. For example, some Project Costing trees are keyed by business unit. The system uses the value to identify which trees are available in the Tree Name field.

Range of Values

Select to activate the Specify Values/Range of Values/Tree Nodes edit box for you to enter the beginning and ending pool field values. If you leave the fromValue field blank, the system selects all pool field values that are less than or equal to the To field value. You cannot leave the To field blank because the blank value is always the smallest value. You can insert multiple ranges of values.

Include/Exclude

This option is visible when selecting to enter a Range of Values. Select Exclude Specified Values to specify a range of values that you wish to exclude from the pool. Select Include Specified Values to specify a range of values that you wish to include in the pool.

Exceptions

Click the link in the Exceptions column to access the Pool Exceptions page. Define exceptions to the associated range of included or excluded values on this page. This link displays the number of exceptions that you have defined for a given range of values.

Pool Exceptions Page

The ability to define exceptions to included or excluded ranges of values provides the ability to refine selection criteria while reducing the need for multiple rows or steps.

Use the Pool Exceptions page (ALLOC_POOLX) to enter pool exceptions for ranges of values.

Navigation:

Select the Exceptions link on the Define Allocations Step - Range of Values option, provide the range values and click the link in the Exceptions column on the Define Allocation Step - Pool page).

This example illustrates the fields and controls on the Pool Exceptions page. You can find definitions for the fields and controls later on this page.

 Pool Exceptions page

Field or Control

Description

Range From and Range To

Enter the range of values that are exceptions to the associated range of either included values or excluded values. If you selected the Include Specified Values field for the Include/Exclude option on the Pool page, the exceptions that you define on this page are exceptions to the included range that you entered. If you selected the Exclude Specified Values field for the Include/Exclude option on the Pool page, the exceptions that you define on this page are exceptions to the excluded range that you entered.

Use the Define Allocation Step - Basis page (ALLOC_BASIS) to determine the basis of the allocation or how the pool amount is to be allocated to the target.

Navigation:

Allocations, Define and Perform Allocations, Define Allocation Step, Basis

This example illustrates the fields and controls on the Define Allocation Step - Basis page. You can find definitions for the fields and controls later on this page.

 Define Allocation Step - Basis page

The allocation type that you select on the Type page determines much of the Basis page. The following describes what occurs for each allocation type:

  • Copy: No basis is required and all fields on the Basis page are unavailable.

  • Spread Evenly: The pool amount is divided evenly across the basis field values that are specified in the basis. No basis rows are required to exist in the basis record that is specified. You must still specify a value in the Basis Record Type field so that the system can provide a prompt table listing for the Field Name field in the Basis Fields group box.

    In the How Specified group box, you can use Selected Detail Values, Selected Tree Nodes, or Range of Values fields to specify field values.

    You can specify more than one field name; the system divides the pool amount evenly across all basis field value combinations.

    Suppose that you spread evenly across department IDs 0100 and 0200 and products A, B, and C. In this case, each department ID and product combination (that is, DeptID 0100 and Product A, DeptID 0100 and Product B, and so on) receives 1/6 of the pool amount.

    Note: This is a simplified example of spread evenly allocation type to illustrate how the amounts are distributed across the target. However, depending on the distribute odd cents option, one of the departments might contain the odd cents that are required to offset the allocated amount against the pool. The distribution of the odd cents is covered in the values in the Selecting Rounding Options section.

    See Define Allocation Step - Round Options Page.

  • Allocate on Fixed Basis: This is a variation of prorata allocation, where the percentage of the prorate is fixed. As withSpread Evenly, no basis rows are required to exist in the basis record that is specified. You must still specify the basis record type so that the system can provide a prompt table listing on the basis field name.

    You can use only the Selected Detail Values field to specify basis field values, and you can specify more than one value in the Field Name field.

    You must also specify the fixed % (percent) for each field value in the Specify Value/Range of Values/Tree Nodes edit box. The total of the percentage for one field does not have to add up to 100 percent, but the system uses the percentages to calculate the actual percent-to-total for each value.

    For example, if you specify 10 percent for DeptID 0100 and 40 percent for DeptID 0200, the system allocates 20 percent of the pool amount to DeptID 0100 and 80 percent to DeptID 0200.

  • Prorata with Record Basis: Specify basis fields in the same way that you do the pool. Basis rows are selected from the basis record, and their amounts are used to calculate a percent-to-total to distribute the pool amount to each target.

  • Arithmetic Operation: Like Prorata with Record Basis, basis rows are selected from the basis record, and you specify basis in the same way that you do the pool. Target amounts are calculated by performing the mathematical operation between each pool and basis amount.

For example, suppose that the total November rent expense for US004 is 110,000.00 USD, paid through the administrative division. This expense must be divided among six divisions. The basis for the rent expense allocation is the amount of floor space that is occupied each month by each division. Floor space is maintained in statistical account 999903. Department ID is defined using the MFG_DEPARTMENTS tree, the DIVISION tree level, and the USA tree node. The following table indicates how much floor space each division uses:

Division

Floor Space

Preallocation Expense

Administration

4000

110000 USD

Sales/Marketing

4000

 

Customer Service

2000

 

Engineering

4000

 

Manufacturing

6000

 

Other (No Department Value)

2000

 

Total

22,000 square feet

110000 USD

When the amounts are allocated, each division is debited for its share of the rent expense:

Division

Floor Space

Allocated Expense

Administration

4000

20000 USD

Sales/Marketing

4000

20000 USD

Customer Service

2000

10000 USD

Engineering

4000

20000 USD

Manufacturing

6000

30000 USD

Other (No Department Value)

2000

10000 USD

Total

22000 square feet

110000 USD

Field or Control

Description

Basis Record Type

Specify from the following values:

  • Ledger Group: Select if you are specifying the basis record for General Ledger and enter the basis ledger name.

  • Any Table: Select if you are defining the basis record for Project Costing and enter the table name.

Note: If you specify the value Any Table in the Basis Record Type field, add any additional fields that might be required to the delivered ALC_GL_B_TAO table.

Time Span

Specify the basis time span if the allocation type is prorata with record basis or arithmetic operation. Basis time span works in the same way as the pool time span, except that you have an option (Basis Span Opt) to combine or split basis amounts for a multiple periods' basis time span if you also specify a multiple periods target time span.

Basis Factor

Specify a percentage to apply against the basis. The factor is applicable only to arithmetic operations.

Zero Basis

Select an option to indicate how the system should proceed when the amount of the basis record retrieved is zero if the allocation type is prorata with record basis or arithmetic operation:

  • Calculate This Basis: Proceed to calculate the amount when the basis is zero, except for Arithmetic Operation - Divide, where the system issues an error message and stops this allocation step.

  • Select Next Basis: Skip the zero amount basis record and select the next basis record for processing.

  • Stop Processing: Issue an error message to indicate that a zero amount basis record is selected, and stop the allocation step due to this error.

  • Calc No Rows as Zero (calculate no row as zero): If no basis rows are selected based on the time span and selection criteria that is specified in the Basis Fields field, the allocations process processes these rows as zero basis amounts. For rows that exist in the database, the process processes these rows the same way that it processes the Calculate This Basis field value.

When you use this option, any selection criteria field that you use for the basis must be explicitly defined. For example, if on the Target/Offset pages one of the fields has a source defined as group by pool and basis, then this field must also be defined in the basis.

Before the PeopleSoft Allocations process selects basis records, it groups them based on how the target and offset fields are specified. It uses the Zero Basis option logic only if the total amounts of the group of basis records add up to zero. If some individual basis amounts are zero, but the total amounts of the group of the basis records are not zero, the system still process this group of basis records. The Zero Basis option works independently of the Zero Pool option. You can select different options for them, and the system proceeds based on those selections.

If no basis rows are selected based on the time span and selection criteria that is specified in the Basis Field field, allocations stops this step unless you select the Calc No Rows as Zero option in the Zero Basis Option field. You receive the message, "No record row exist for the basis …," and whether the system continues processing the next step in a group depends on the option that you specified in the Continue field on the Allocations Group page.

Field Name

Enter the basis field name that the PeopleSoft Allocations process uses in selecting only certain rows from the basis record. If you do not explicitly specify the BUSINESS_UNIT field value, the system uses the business unit that is specified on the Allocation Request page to select basis rows.

Refer to the Pool page for a description of the remaining fields on the Basis page.

Note: Allocations does not support using summary ledgers in the basis.

Basis Exceptions Page

The ability to define exceptions to included or excluded ranges of values provides the ability to refine selection criteria while reducing the need for multiple rows or steps.

Use the Basis Exceptions page (ALLOC_BASISX) to enter basis exception ranges.

Navigation:

Select the Range of Values option, provide the range values, and click the link in the Exceptions column on the Define Allocation Step - Basis page.

This example illustrates the fields and controls on the Basis Exceptions page. You can find definitions for the fields and controls later on this page.

 Basis Exceptions page

Field or Control

Description

Range From and Range To

Enter the range of values that are exceptions to the associated range of either included values or excluded values. If you selected the Include Specified Values field for the Include/Exclude option on the Basis page, the exceptions that you define on this page are exceptions to the included range that you entered. If you selected the Exclude Specified Values field for the Include/Exclude option on the Basis page, the exceptions that you define on this page are exceptions to the excluded range that you entered.

Use the Define Allocation Step - Target page (ALLOC_TARGET) to define the destination for the allocation or the target record (journal or any table) and target field values.

Navigation:

Allocations, Define and Perform Allocations, Define Allocation Step, Target

This example illustrates the fields and controls on the Define Allocation Step - Target page. You can find definitions for the fields and controls later on this page.

 Define Allocation Step - Target page

Field or Control

Description

Target Record Type

Select one of the following:

  • For Journals Records, specify a target ledger group name. The system uses this definition to determine the journal line record name and other characteristics (such as calendar, multibook, and base currency).

  • If the target is Any Table, specify the table name in the edit box that becomes available.

Time Span

Use to specify the output for a single or multiple accounting periods for the target. Relative time spans, such as PER (current period activity), create the target relative to the as of date that is specified on the Allocation Request page.

If the Target Record Type value is Journals Records, you must specify the time span value.

If the target record is a table that has both FISCAL_YEAR and ACCOUNTING_PERIOD fields, you have the option to specify the time span value.

If the target record is a table that does not have both FISCAL_YEAR and ACCOUNTING_PERIOD fields, you cannot specify the time span value. If you do not specify the time span value, the system populates both FISCAL_YEAR and ACCOUNTING_PERIOD with a zero value in the target record.

Basis Span Opt (basis span option)

If you use a multiperiod time span for the basis and target, select one of the following in the Basis Span Optfield:

  • Combine Periods for Basis: Combines the basis amounts for each period that is defined by the time span into one virtual period, producing a single amount.

  • Split Basis by Period: Maps the basis amount for each period one-to-one with the target periods. For this reason, the number of periods that is in the basis and target time span must match. When you select this option, the Target Span Opt field becomes inactive.

Field or Control

Description

Target Span Opt (target span option)

If you select a multiple period time span for the target, you must specify the Target Span Opt field when the basis time span is either a single period or multiple periods (the Basis Span Opt field is Combine Periods for Basis):

  • Repeat Target Each Period: Repeats the entire target amount for each period that is defined in the time span.

  • Divide Target Across Periods: Divides the target amount by the number of periods that are defined in the time span and distributes it equally to each period.

Field Name

If the target record is journals, the target record name is actually the journal line record name that is defined on the ledger template for the ledger group. The Field Name prompt table lists all fields that are in the target record.

The system validates the Field Name field value that is entered against the record when you save this allocation step definition. Typically, you include any fields that are required by the target record including all the keys and any fields that affect functionality and those that you might decide are mandatory.

Source

Provides a convenient way to populate the target field values, particularly if the values are from the pool or basis records. You need not reenter them here, just prompt for the appropriate option and choose from the following:

  • Pool: Uses the field values from pool records.

  • Basis: Uses the field values from basis records.

  • Group By: Uses the matched field values from both the pool and basis records.

  • Value: Specifies a fixed value for the target field. You can use this only for character- or date-type fields. You should enter a fixed date in one of these formats: mmddyy, mm/dd/yy, or mm/dd/yyyy. If you select this option, you enter the value in the Value/Mask field.

  • Begin Pd (begin period): Uses the beginning date for the target accounting period. If you use this option, the target time span must be populated. Otherwise, the system cannot populate a date value.

  • End Period: Uses the end date for the target accounting period. If you use this option, the target time span must be populated. Otherwise, the system cannot populate a date value.

  • Req Date (request date): Uses the as of date that is specified on the Allocation Request page.

  • Seq Num (sequence number): Uses the next field sequence number for the target records. The allocations process selects the maximum field sequence number for the specified target criteria and increments the number by one. This option is used if the Target Record Type field value is Any Record.

Field Mapping

If the source is from Pool, Basis, or Group by, you can specify field mapping for those occasions when the field name for the pool or basis record differs from the field name that is in the target record. For example, this could occur if the Product field value for the target record must come from the Project field value of the pool record.

Value/Mask

If you specify a fixed value in the Source field, use this Value/Mask field for character or date-type fields. You can enter a fixed date in one of the following formats: mmddyy, mm/dd/yy, or mm/dd/yyyy.

Use the Offset page (ALLOC_OFFSET) to define the offset entry that balances the target.

Offset usually reflects the clearing of pool amounts as they are transferred to the targets. However, if the target record is not a balanced ledger, such as a budget ledger, there is usually no offset.

Navigation:

Allocations, Define and Perform Allocations, Define Allocation Step, Offset

This example illustrates the fields and controls on the Define Allocation Step - Offset page. You can find definitions for the fields and controls later on this page.

 Define Allocation Step - Offset page

Field or Control

Description

Offset Record Type

Select Journal Records or Any Table. For journals, specify theOffset Ledger name. The system uses this definition to determine the journal line record name and other characteristics (such as calendar, multibook, and base currency). If the value in the Offset Record Type field is a table, specify the record name in theTable edit box that becomes available.

Note: If the allocation step does not require an offset, leave this field blank.

Specify Field Values

Specify the offset field values. The offset fields can be directed to the pool record or a particular target table, but the purpose of the offset is always to prevent double counting.

Use the Define Allocation Step - Output Options page (ALLOC_OUT_JRL_OPTN) to define journal options if the target or offset record is journals, or define the Table Output Option if the target or offset record is table.

Navigation:

Allocations > Define and Perform Allocations > Define Allocation Step > Output Options

This example illustrates the fields and controls on the Define Allocation Step - Output Options page. You can find definitions for the fields and controls later on this page.

 Define Allocation Step - Output Options page

Journal Options

Field or Control

Description

Journal ID Mask

If the target or offset is a journal that is on the Allocations Target or Allocations Offset pages, you must define the journal options.

The Journal ID Mask field enables you to specify a prefix for naming allocation journals. A 10-character alphanumeric ID identifies journals. The system automatically appends the prefix that you specify to the journal IDs. For example, if you specify the Journal ID Mask to be ALLOC, the allocation journal IDs might be ALLOC00001, ALLOC00002, and so on. Alternatively, the value NEXT causes the system to assign the next available journal ID number automatically.

Reserve a unique mask value for allocations to ensure that no other process creates the same journal ID.

When Reversal option is specified, the system appends one of the alpha characters between A to Z to the Journal ID Mask depending on the accounting period (1 to 26) of the Allocation Journal in the same sequence. The system will use A-Z in repeating cycle when the accounting period is greater than 26. For example, when Reversal option is specified, Journal ID Mask is ALC, and the accounting period is 5, the allocation journal IDs will be ALC00E0001, ALC00E0002, etc, and can go up to ALC00E9999. The maximum journal sequence length is 9999. However, it could be less if the length of allocation Journal ID Mask is 6. So when Reversal option is specified and if the Journal ID Mask is XXXXXX, then allocation Journal ID Mask generated by the system after appending the alpha character for accounting period will have length 7. Hence, the maximum journal sequence length would be 999. So it is recommended for the users to restrict the size of the mask up to 5 characters, if they need 4 digits(9999 instead of 999) for Journal ID generation.

Journal Date Code

You can assign a value based on the following options, all of which are adjusted to the prior working day if the next day is in the next period:

  • Request As of Date: Uses the as of date that is specified in the Allocation Request page. As a result, the system dates all journals the same day as the allocation request. If you use the as of date, and the date is a not a working calendar day that you define on the Business Calendars page, the system adjusts the date to the next working calendar day.

  • Beginning of the Period:Uses the beginning day of the periods that are defined in the target time span.

  • End of the Period: Uses the last day of the periods that are defined in the target time span.

Note: You must use either the Beginning of the Period or End of the Period journal date options if you use multiple-period time spans for the target.

Source

Enter the journal source. Unless you specify otherwise, the journal source moves by default to ALO (allocations).

Reversal

Click to access the Journal Entry Reversal page.

You can set up a reversing entry for the current allocation by selecting the applicable option, which then appears in the link.

Options are:

  • Beginning of Next Period: Creates a reversing entry that is dated the first business day of the next accounting period. It uses the business calendar that you assign to the business unit that is on the General Ledger Definition - Definition page to determine the first business day.

  • Do Not Generate Reversal: The PeopleSoft Allocations process does not create the reversal entry, but it does mark the allocation journals with the reversal code. When the allocation journals are posted later in a separate process, the system creates the reversal entry.

  • End of Next Period: Creates a reversing entry that is dated the last business day of the next accounting period. It uses the business calendar that you assign to the business unit on the General Ledger Definition - Definition page to determine the last business day.

  • Next Day: Creates a reversing entry that is dated the next business day. It uses the holiday list ID that you assign to the business unit that is on the General Ledger Definition - Definition page to determine the next business day. If the business unit is not assigned a holiday list ID, the reversing entry is dated the next day.

  • Adjustment Period: Creates a reversing entry to the adjustment period that you select. Click in the drop-down list to display a list of valid adjustment periods (as defined on the Detail Calendar). When you select this option, you also must enter the Reversal Date. The reversal date value is used to populate the journal date and fiscal year of the reversing entry.

  • On Date Specified By User: Enables you to select any date that is in the calendar. When you select this option, you also must enter the adjustment period and reversal date. If you enter a date on a nonworking day, and a holiday list ID is assigned to the business unit, you get an error message. The system does not reset the reversal date. You must reenter a date that is a working day.

Reference Number

Enables you to refer each journal back to a document, person, invoice, date, or any other piece of information that is helpful to you when you track the source of the transaction.

Document Type

If you run the PeopleSoft Allocations process for a business unit for which you enable document sequencing, you must select a document type. If you do not select a document type, you receive an error. If some of the business units require document sequencing, you assign a document type to the allocation rules regardless of whether you enable document sequencing for that business unit. If you do not enable document sequencing for any of the business units, the Document Type field is unavailable.

Bypass VAT Processing (bypass value added tax processing)

Click if you want the allocations process to skip VAT processing.

Even if Bypass VAT Processing is not selected, the journals that are created through allocations and edited do not create VAT rows for VAT applicable accounts. The VAT process processes VAT accounts that are created by the allocation process.

However, to prevent double counting, the VAT process does not create VAT lines for VAT applicable accounts that are created from allocations.

Post Journal (s)

Click to post the journals. If you select this option, the system automatically selects the Edit Journal(s) and Budget Check Journal(s) check boxes. You can deselect the Budget Check Journal(s) check box if you want to run the Budget Processor later to update the commitment control ledgers.

Edit Journal (s)

Select to edit the journals that the PeopleSoft Allocations process creates so that you do not have to edit them later in a separate process. You select this option when you want to edit journals without posting them. Typically, you select this option in a multiple-step allocation process where the pool amount for the next step comes from the target of the previous step. If journals are not posted, the ledger is not updated. The next multiple step then draws erroneous data from the ledger. If you select this option, the PeopleSoft Allocations process calls the Journal Edit process (GL_JEDIT) first to edit the journals.

If the journals fail in the Journal Edit process, the system does not post them to the ledger and the PeopleSoft Allocations process issues this error message: "Allocation step … is complete with journal created but not posted." Journals can fail the Journal Edit process for many reasons, including invalid ChartFields, balancing by ChartField, or ChartField combination edit. After you determine the cause of the problem, you might have to change the allocation step definition to avoid it.

Budget Check Journal (s)

Select this check box to run the Budget Processor to budget check journals for the commitment control ledgers. This option is available only if you enable the commitment control option. If you select this option, the system automatically selects Edit Journal. You must edit journals before you budget check them.

When No Journals are Created

Specify what you want the PeopleSoft Allocations process to do:

  • Issue the no journal message type Issue Error message.

  • Issue the no journal message type Issue Warning message.

Commitment Control

Click the Commitment Control link to access the Commitment Control page.

In the Commitment Control Amount Type field, select from the following options:

Field or Control

Description

Actuals and Recognized

Select for the actual amount of the expenditure or the recognized revenue transaction.

Encumbrance

Select if the journal is not an actuals transaction. Instead, it records the amount that you authorize to be spent. This usually occurs when you create a contract or a purchase order.

Pre-Encumbrance

Select if the journal is not an actual transaction. Instead, it records the amount that you expect to expend. This usually occurs when you create a requisition.

Collected Revenue

Select if the journal records the collected amount from a prior revenue transaction.

Actuals, Recognize and Collect

Select if the journal records both recognize and collect amounts on the revenue estimate budget ledger.

Planned

Select if the journal records the amount that you plan to spend. This amount is only an estimate; it is not yet an actual transaction.

Bypassing or Overriding Budget Checking

Click the Commitment Control link to access the Commitment Control page.

Field or Control

Description

Bypass Budget Checking

You can select this option to temporarily allow the journal to bypass budget checking. This field is active only if you enabled Commitment Control.

Override

If selected, journal entries are allowed to pass budget checking if they exceed their budgeted amount. This field displays the override user ID and override date.

Budget Entry Type

The following options apply to commitment control budget journals:

Field or Control

Description

Original

Select to indicate an original budget journal entry. Used to record adopted or approved budgets.

Adjustment

Select to indicate an adjustment to an original budget.

Parent Budget Options

Automatic generation of parent budget impacts revolves around the originating journal. The originating journal is a child level budget, budget adjustment, or transfer budget journal, entered manually or by journal import or allocations, on which parent or multiple parent budget level impacts are generated.

The automatic generation of parent budgets is discussed in the Commitment Control documentation regarding posting of budgets.

See Generating Parent Budgets, Budget Adjustments and Budget Transfers Automatically.

Table Output Option

Field or Control

Description

Table Output Option

If the target or offset record that you select is Any Table on the Allocation Target or Allocation Offset pages, the Table Output Option field becomes available and you can select Replace Existing Amount or Update Existing Amount.

Currency Conversion

The currency conversion fields are used by the PeopleSoft Allocations process to convert the base currency amount of the target and offset. The process converts the base currency if the base currency of the target and offset is different from the base currency of the pool. When allocating to a table, the business unit of the target and offset must be a General Ledger business unit; otherwise, the process does not convert the base currency amount.

Field or Control

Description

Rate Type

Specify the currency conversion exchange rate type. The process converts the base currency only if the base currency of the target and offset is different from the base currency of the pool. When allocating to a journal, if the base currency of the target and offset is same as the base currency of the pool, Allocation calculates rates as per the ratio of summarized pool base amount and summarized pool transaction amount. If the user requires to recalculate rates as per rate type entered on Allocation step – Output Options page, then allocation journals should be edited in batch with Recalc Exchange Rates check box selected. When allocating to a journal, if the rate type is blank, the process uses the rate type from the primary ledger of the target and offset ledger group. When allocating to a table, if the rate type is blank, the process does not convert the base currency amount.

Currency Effective Date Code

Select one of the following for the allocation:

  • Jrnl Date (journal date)

  • Req Date (request date)

Use the Round Options page (ALLOC_ROUND_OPTN) to define the method for rounding the allocation amount and distributing odd cents.

This option is valid for only these allocation types: Spread Evenly, Allocate of Fixed Basis, and Prorata with Record Basis.

Navigation:

Allocations > Define and Perform Allocations > Define Allocation Step > Round OptionsA

This example illustrates the fields and controls on the Define Allocation Step - Round Options page. You can find definitions for the fields and controls later on this page.

 Define Allocation Step - Round Options page

Field or Control

Description

Round Options

Specify the method to use to round the allocation amount from the following options:

  • Normal:This is the default. The process rounds the allocated amount based on the decimal precision of the currency control value. For example, 104.495 is rounded to 104.50 GBP.

  • Round Down: The process rounds the allocated amount down to the nearest decimal based on the decimal precision of the currency control value. For example, 104.495 is rounded down to 104.49 GBP.

  • Round Up: Rounds the allocated amount up to the nearest decimal based on the decimal precision of the currency control value. For example, 104.495 and 104.494 are both rounded up to 104.50 GBP.

  • Truncate:Truncates the allocated amount after the decimal precision of the currency control value. For example, 104.495 and 104.4949 are truncated to 104.49 GBP.

Distribute Odd Cents

For allocation types of prorata, spread even, and fixed basis, the process balances the target and offset amounts to the pool amount that is allocated. In other words, the process attempts to allocate 100 percent of the pool amount to the target and offset amount, sometimes resulting in odd cents. The Distribute Odd Cents option gives you the flexibility to determine where to distribute odd cents. Because allocation processing is set based rather than row-by-row to improve performance, this option is required for allocation types of prorata, spread even, and fixed basis.

  • First Target Line: This is the default. Odd cents are distributed to the first target line.

  • Specify ChartFields: Define the ChartFields to which the system distributes the odd cents.

  • Last Target Line: Select to distribute odd cents to the last target line.

  • Largest Target: Select to distribute odd cents to the target line with the largest amount.

If you are allocating within ChartFields or grouping by ChartFields in the definition, the process distributes odd cents with each group, ChartField value.

Note: PeopleSoft recommends that you select the first two options for optimum performance.

Field Name and Field Value

If you select Specify ChartFields as the Distribute Odd Cents option, enter the ChartField combination to which you want to distribute the odd cents. Enter the ChartField in the Field Name field and the ChartField value in the Field Value field. For example, enter ACCOUNT for the field name and 100000 for the field value.

The following examples show how the process rounds the allocation amounts if you select one of the options on this page:

Field or Control

Description

Allocation Type

Spread evenly.

Pool Amount

1000.00 with a currency precision of two for USD.

Pool Factor

100.00.

Basis

Dept ID: 11001, 12000, 13000, 14000, 15000, 16000.

Target

Account: 100000.

Dept ID: values from basis.

Example 1

The first example shows how the process rounds the allocation amounts if you specify the following options:

Field or Control

Description

Distribute Odd Cents

Specify ChartField.

Account: 100004.

Dept ID: 41000.

Round Options

Normal.

The process uses the following formula to calculate the amounts:

Allocated Amount = (Pool Amount (Pool Factor/100)) (Basis Amount/Total Basis).

(1000 (1/6)) = 166.67 rounded:

Account

Dept ID

Allocated Amount

100000

11001

166.67

100000

12000

166.67

100000

13000

166.67

100000

14000

166.67

100000

15000

166.67

100000

16000

166.67

100004

41000

-0.02

Example 2

The second example shows how the process rounds the allocation amounts if you specify the following options:

Field or Control

Description

Distribute Odd Cents

Last target line.

Round Options

Round up.

The process uses the following formula to calculate the amounts:

Allocated Amount = (Pool Amount (Pool Factor/100)) (Basis Amount/Total Basis) + .005.

(1000 (1/6)) = 166.67 rounded:

Account

Dept ID

Allocated Amount

100000

11001

166.67

100000

12000

166.67

100000

13000

166.67

100000

14000

166.67

100000

15000

166.67

100000

16000

166.65

Example 3

The third example shows how the process rounds the allocation amounts if you specify the following options:

Field or Control

Description

Distribute Odd Cents

Largest target.

Round Options

Round down.

The process uses the following formula to calculate the amounts:

Allocated Amount = (Pool Amount (Pool Factor/100)) (Basis Amount/Total Basis) - .005.

(1000 (1/6)) = 166.67 rounded:

Account

Dept ID

Allocated Amount

100000

11001

166.70

100000

12000

166.66

100000

13000

166.66

100000

14000

166.66

100000

15000

166.66

100000

16000

166.66

Use the Batch Records page (ALLOC_RECNAME) to specify the batch temporary tables that are used in the PeopleSoft Allocations process.

Navigation:

Allocations, Define and Perform Allocations, Define Allocation Step, Batch Records.

This example illustrates the fields and controls on the Define Allocation Step - Batch Records page. You can find definitions for the fields and controls later on this page.

 Define Allocation Step - Batch Records page

Field or Control

Description

Calculation Log Record

Specify to create a calculation log for a complete audit trail for debugging. Select the Create Calculation Log option on the Allocation Request page. You can use the delivered calculation log record, ALLOC_CALC_LOG, for all allocation steps that are processed against the actuals ledger (but not the budgets ledger, which might have ChartFields that are different from the actuals ledger). If the allocation is not processed against the actuals ledger, modify the Calculation Log Record field or create a unique record.

Pool

Specify the temporary table for the pool data. The PeopleSoft Allocations process uses this table to store the temporary data for the pool.

Basis

Specify the temporary table for the basis data. The PeopleSoft Allocations process uses this table to store the temporary data for the basis.

Target Detail

Specify the temporary table for the target detail data. The PeopleSoft Allocations process uses this table to store the temporary data for the target.

Target Summary

Specify the temporary table for the target summary data. The PeopleSoft Allocations process uses this table to store the summarized data for the target and offset.

Offset Detail

Specify the temporary table for the offset detail data. When allocating to a journal, sometimes the process uses a separate temporary table to store the offset data.

Offset Summary

Specify the temporary table for the Offset Summary data. Data is summarized from the target record or journals. When allocating to a journal, sometimes the process uses a separate temporary table to store the offset summary data.

Target Balance

Specify the temporary table for the target balance data. The PeopleSoft Allocations process uses this table to store the target balance lines, which are necessary to balance the target and offset against the pool amount.

Calculation Log

Specify the temporary table (ALC_CLOG_TAO) to the calculation log.

Default

Click the Default button to assign the default temporary tables. The process assigns the temporary tables based on the setup of the pool, basis, target, and offset.

PeopleSoft delivers these standard temporary (TAO) tables:

Temporary Table

General Ledger

Projects

Calculation log

ALC_CLOG_TAO

ALC_CLOG_TAO

Pool

ALC_GL_P_TAO

ALC_PC_P_TAO

Basis

ALC_GL_B_TAO

ALC_PC_B_TAO

Basis Summary

ALC_GL_BS_TAO

ALC_PC_BS_TAO

Target Detail

ALC_GL_T_TAO

ALC_PC_T_TAO

Target Summary

ALC_GL_TS_TAO

ALC_PC_TS_TAO

Offset Detail

ALC_GL_O_TAO

ALC_PC_T_TAO

Offset Summary

ALC_GL_OS_TAO

ALC_PC_TS_TAO

Target Balance

ALC_GL_TB_TAO

ALC_PC_TB_TAO

Use the standard General Ledger TAO tables to allocate ledger (including all ledger, commitment control, projects, and budgets) and journal data.

Use the standard Project Costing TAO tables to allocate projects resource data.

Note: When allocating to a journal, the PeopleSoft Allocations process sometimes uses a separate temporary table for the offset detail and offset summary data in order to optimize the processing performance. The process determines if it must use a separate temporary table at runtime. Even if you specify a different table for the offset detail and summary, the process might not use a separate temporary table to process the offset data. There are no delivered offset detail and summary TAO tables for projects because these tables are not used to allocate to a journal.

PeopleSoft recommends that you use the standard delivered TAO tables.

Note: If you specify the value Any Table in the Pool Record Type field, add any additional fields that might be required to the delivered ALC_GL_P_TAO table.

If you are using your own customized TAO tables, use the delivered TAO tables as a model. Open the delivered TAO table and do a save as to create a TAO table. The following fields are required:

  • PROCESS_INSTANCE, LOGICAL_RECORDS, BUSINESS_UNIT, BUSINESS_UNIT_IU.

  • ChartField that are applicable to the process, such as Account, DEPTID, and so on.

  • Amount Fields and the currency control fields that are applicable to the amounts that are allocated.

    This should also include the calculation log pool and basis amount fields, namely, ALLOC_POOL_AMT, ALLOC_POOL_PBA, ALLOC_POOL_PTR, ALLOC_BASIS_AMT, ALLOC_BASIS_TOT.

  • Fields required for interunit processing, IU_TRAN_GRP_NBR, IU_ANCHOR_FLG.

  • Fields required for intraunit processing, CF_VALUE1 to CF_VALUE10.

  • Field required for base currency conversion, BASE_CURRENCY_POOL, RATE_MULT, RATE_DIV.

  • Fields required for time span, ACCOUNTING_PERIOD, FISCAL_YEAR.

  • Other fields that are applicable to the setup.

    For example, if you are allocating to a specific ledger, add field LEDGER to the TAO tables.

    Note: To increase performance, the PeopleSoft Allocations process attempts to use a dedicated temporary table for all TAO tables. If you are using your own TAO tables, use dedicated temporary tables that are created in PeopleSoft Application Designer and define the record type as a temporary table. Define the temporary tables in the definition of the PeopleSoft Allocations process (FS_ALLC).

Use the Amount Fields page (ALLOC_AMOUNT) to define the amount field mapping between the pool, basis, target, and offset records.

Navigation:

Allocations > Define and Perform Allocations > Define Allocation Step > Amount Fields

This example illustrates the fields and controls on the Define Allocation Step - Amount Fields page. You can find definitions for the fields and controls later on this page.

 Define Allocation Step - Amount Fields page

Use this page to define the fields in the chosen pool record that store the pool amounts, the fields in the chosen basis record that store the basis amounts, and where the system is to put the calculated amounts in the chosen target and offset records.

You can specify many sets of amount fields to perform allocations. For example, Project Costing can allocate on both resource amount and resource quantity fields in the same allocations. You can allocate pool resource amounts by using the basis resource amount percentage-to-total ratio and the pool resource quantity by using the basis resource quantity percentage-to-total ratio. You can also allocate both the pool resource amount and resource quantity using the basis resource amount percentage-to-total ratio. This page gives you the flexibility to define how the amounts are distributed from the fields in the pool record to the fields in the target and offset record.

General Ledger provides information about the total balances in the base currency and in individual transaction currency balances. Use the posted total amount field to get the total balance in the base currency. You can use the Posted Transaction Amount field to get the individual transaction currency balances. The Posted Transaction Amount (POSTED_TRAN_AMT) and Posted Total Amount (POSTED_TOTAL_AMT) fields exist in the ledger table to store different currency information.

The following simplified example illustrates the totals as recorded in the ledger for three transactions in three currencies: 1000 EUR, 100 USD, and 1000 GBP. Assume that the base currency is USD. Also, assume that 1 EUR is equal to 1.10 USD and that 1 GBP is equal to 1.58 USD. After the three transactions are recorded, the balances in the ledger are as follows:

Currency

Posted Total Amount

Posted Base Currency Amount

Posted Transaction Amount

EUR

1000

1100

1000

USD

2780

100

100

GBP

1000

1580

1000

Note: The Foreign Amount (FOREIGN_AMOUNT) field on the journal line is the transaction currency amount and is ultimately recorded in the posted transaction amount. The Monetary Amount (MONETARY_AMOUNT) field on the journal line is the equivalent of the base currency amount and is recorded in the posted base amount. It is important to keep this relationship between ledger and journal line fields in mind when the target and offset are journal lines.

Field or Control

Description

Fixed Pool Amount

Enter an amount if the pool is not a record but a fixed amount. This field is not available if you do not specify Fixed Amount in the Pool Record Type field on the Pool page.

Amount

Select amount fields for the Pool, Basis, Target, and Offset. Depending on the records and fields that you specify on the Pool, Basis, Target and Offset pages, the system displays possible fields for the amount in the drop-down menus. Following are values for a RENTEXP allocation example that uses the ledger group record and the Account field for pool and basis and is allocating the pool amount to the journal record for target and offset.

The values that are available in the drop-down menus differ depending on the records and fields that are specified for the basis, pool, target and offset, and thus for the product for which the allocation is intended. For example, the values are different for Project Costing and General Ledger allocations because the records and fields are different. You must thoroughly understand the relationship between records and fields in the product and between pool, basis, target, and offset before you can successfully complete the allocations.

  • Pool amount: Select the field in the pool record that provides the amounts that are to be allocated to the target and offset.

    For example, select the Posted Transaction Amount (POSTED_TRAN_AMT) in the ledger record when you are allocating transaction amounts to the target and offset.

  • Basis amount: Select a field in the basis record that you can use to determine in what proportion the pool amounts are distributed to the target and offset.

  • Target amount: Select the field in the target record where the pool amounts are to be distributed. For example, the transaction (FOREIGN_AMOUNT) field in the journal line record.

  • Offset amount: Select a field in the offset record where the pool amounts that are distributed to the target are offset, or cleared.

    Offset is only necessary when you must prevent double counting. For example, FOREIGN_AMOUNT in the journal line record offsets (balances out) the amount that is distributed to the target in the FOREIGN_AMOUNT field when posted to the ledger.

Base Amount

Select from the values for the Pool, Target, and Offset fields.

  • Pool base amount: Select the field in the pool record that contains the amount that is the base currency that is equivalent to the pool Amount field.

    For example, POSTED_BASE_AMT is the base currency equivalent of POSTED_TOTAL_AMT in the ledger record and MONETARY_AMOUNT is the base currency equivalent of FOREIGN_AMOUNT in the journal line record. When you specify the base amount for the pool, the PeopleSoft Allocations process assumes that the amounts are monetary and uses the currency control fields that are defined for the Pool, Target and Offset records to determine the currency codes.

  • Target base amount: Select the Amount field in the target record that contains amounts that are the base currency equivalent of the Target Amount field.

    For example, MONETARY_AMOUNT is the base currency equivalent of FOREIGN_AMOUNT in the journal line record.

  • Offset base amount: Select the field in the offset record for which is the base currency equivalent of FOREIGN_AMOUNT on the journal line record.

    This field is optional. Its purpose is to support multicurrency functionality for monetary amount fields in allocations. If the target amount is a statistical amount or only one currency is involved, leave this field blank.

Transaction Amount

Specify the Posted Transaction Amount to allocate the individual transaction currencies when the target record is specified as Any Table on the Target page. The allocation must be allocating to a record for this field to be available. It does not appear on the Amount page otherwise.

Log Amount

Select the appropriate fields from the Calculation Log record used to store the pool, basis, and target amounts to provide an audit trail.

Log Base Amount

Select the appropriate fields from the Calculation Log record:

  • Pool log base amount: Select the field that is used to store the pool base currency amount for an audit trail.

  • Target log base amount: Select the amount field that is used to store the calculated target base currency amount for an audit trail.

Log Basis Total Amount

The amount field in the Calculation Log record that is used to store the total basis amount for the audit trail. Dividing the value stored in the Log Basis field by the value stored in the Log Basis Total field gives you the percentage of pool amount distributed to the target.

The following are examples of the setup for the amount fields for various allocation scenarios.

For example, if you are allocating on monetary amounts for General Ledger, the pool record might be Ledger Group ACTUALS and the Target record journals ACTUALS. The allocation fields are:

Allocation Amount Fields

Field Value

Pool Amount

POSTED_TRAN_AMT

Pool Base Amount

POSTED_BASE_AMT

Target Amount

FOREIGN_AMOUNT

Target Base Amount

MONETARY_AMOUNT

The actual pool and target records are LEDGER and JRNL_LN, respectively. The currency control fields that are defined in PeopleSoft Application Designer for the POSTED_TOTAL_AMT, POSTED_TRAN_AMT, and POSTED_BASE_AMT fields are the CURRENCY_CD and BASE_CURRENCY fields for the LEDGER record. The currency control fields that are defined in PeopleSoft Application Designer for the FOREIGN_AMOUNT and MONETARY_AMOUNT fields are the FOREIGN_CURRENCY and CURRENCY_CD fields for the JRNL_LN record.

Using these currency control field definitions, allocations automatically determine that the target record's FOREIGN_CURRENCY field value source is from the pool record's CURRENCY_CD field value, and the target record's CURRENCY_CD field value source is from the pool record's BASE_CURRENCY field value. You need not define the currency field values explicitly for the Target and Offset fields.

These currency control field values also determine the currency precision and rounding feature in the PeopleSoft Allocations process. For example, if the target record FOREIGN_CURRENCY field value is USD, the system rounds the FOREIGN_AMOUNT to the second decimal. If the target record FOREIGN_CURRENCY field value is JPY (Japanese yen), the system rounds the FOREIGN_AMOUNT to the integer.

The PeopleSoft Allocations process uses the target record's currency control field values to determine the currencies that are for the target and offset records. If you are allocating on fixed pool amounts, there is no pool record; you must specify the target and offset records' currency field values in the Target and Offset fields. For example, if you are allocating 100.00 USD, you enter 100 in the Fixed Pool Amount field on the Amount page. On the Target and Offset pages, specify the FOREIGN_CURRENCY and CURRENCY_CD fields in the Specify Field Values group box. Set the Source field value on the Target and Offset page to Value.

The following table is an example of the fields that are used when allocating on monetary amounts in PeopleSoft applications:

Allocation Amount Field

Field Value

Pool Amount

POSTED_TRAN_AMT

Pool Base Amount

POSTED_BASE_AMT

Basis Amount

POSTED_TOTAL_AMT

Target Amount

FOREIGN_AMOUNT

Target Base Amount

MONETARY_AMOUNT

Offset Amount

FOREIGN_AMOUNT

Offset Base Amount

MONETARY_AMOUNT

Pool Log Amt

ALLOC_POOL_AMT

Pool Log Base Amt

ALLOC_POOL_PBA

Basis Log Amt

ALLOC_BASIS_AMT

Basis Log Total

ALLOC_BASIS_TOT

Target Log Amt

ALLOC_TARG_OFF_AMT

Target Log Base Amt

ALLOC_TARG_OFF_PBA

The following example shows fields used when allocating to statistics amounts in PeopleSoft applications:

Allocation Amount Field

Field Value

Pool Amount

POSTED_TOTAL_AMT

Pool Base Amount

optional

Basis Amount

POSTED_TOTAL_AMT

Target Amount

STATISTIC_AMOUNT

Target Base Amount

optional

Offset Amount

STATISTIC_AMOUNT

Offset Base Amount

optional

Pool Log Amt

ALLOC_POOL_AMT

Pool Log Base Amt

optional

Basis Log Amt

ALLOC_BASIS_AMT

Basis Log Total

ALLOC_BASIS_TOT

Target Log Amt

ALLOC_TARG_OFF_AMT

Target Log Base Amt

optional

If you are multiplying a statistics pool amount (such as, hours) by a basis amount (such as , hourly rate) in PeopleSoft applications to create a monetary amount target, explicitly specify the FOREIGN_CURRENCY and CURRENCY_CD field values for the target and offset record. The amount fields are defined as follows:

Allocation Amount Field

Field Value

Pool Amount

POSTED_TOTAL_AMT

Pool Base Amount

optional

Basis Amount

POSTED_TOTAL_AMT

Target Amount

FOREIGN_AMOUNT

Target Base Amount

MONETARY_AMOUNT

Offset Amount

FOREIGN_AMOUNT

Offset Base Amount

MONETARY_AMOUNT

Pool Log Amt

ALLOC_POOL_AMT

Pool Log Base Amt

optional

Basis Log Amt

ALLOC_BASIS_AMT

Basis Log Total

ALLOC_BASIS_TOT

Target Log Amt

ALLOC_TARG_OFF_AMT

Target Log Base Amt

ALLOC_TARG_OFF_PBA

If you are creating budgets for next year in PeopleSoft applications and you do not want to carry all foreign currencies in the budget ledger but instead you want to use the consolidated total amounts for all currencies, you can specify the currency code equal to the base currency for your pool. Define the amount fields as follows:

Allocation Amount Field

Field Value

Pool Amount

POSTED_TRAN_AMT

Pool Base Amount

POSTED_BASE_AMT

Basis Amount

POSTED_TOTAL_AMT

Target Amount

FOREIGN_AMOUNT

Target Base Amount

MONETARY AMOUNT

Offset Amount

FOREIGN_AMOUNT

Offset Base Amount

MONETARY_AMOUNT

Pool Log Amt

ALLOC_POOL_AMT

Pool Log Base Amt

ALLOC_POOL_PBA

Basis Log Amt

ALLOC_BASIS_AMT

Basis Log Total

ALLOC_BASIS_TOT

Target Log Amt

ALLOC_TARG_OFF_AMT

Target Log Base Amt

ALLOC_TARG_OFF_PBA