Reallocate Posts of Cost Not Assigned to Any Department

In the previous chapter (Removing Records of Cost by Using Distribution Keys) was all the costs allocated to departments, irrespective of whether it is a reference to the department in the entries there or not. Costs are therefore transferred from the general cost center (Department 1 ) into individual departments.

Our case will be allocation of posts that have not been assigned to department and leave those with department untouched.

In such a case, we can use the following trick that allows us to use wildcard characters.

 1. Required Settings

The parameter setting is reasonable identical to that already described in the previous example  Removing Records of Cost using Distribution Key.

Somewhat different is only the consideration due to the different types of costs.

Example:

The cost of office materials, professional literature is post on relevant department when posting suppliers invoice. When the cost can not be attributed to a particular department, it can be posted:

1. to the general department or
2. without giving any department.

In these cases the same posting templates can be used. Difference is in criteria we use in Allocation according distribution key form:

1. Department code at criteria "Dept.". An example:

2. or by using  Wildcard Characters, quote some signs that we are sure not to exist in the department register.See the example below.

1. Suppliers Invoice

We received suppliers invoice in May 2015 as follows:

• scientific books for Department 1 in amount of 1.000 EUR (account number 4060),
• daily news for different departments in amount of 500 EUR (account number 4060). These costs will be allocated by distribution key SPL.

2. Distribution Report

Due to monthly reporting we need to allocate some costs against agreed allocation keys.

Select posted period: from 01.05.2015 to 31.05.2015 and Date Posted as 31.05.2015 (last date of the reporting period).

We will allocate only posts without defined department. We need to collect only posts without department. Enter combination of signs to Dept. field: space, space and character %.

Start from posting templates DL4 (in our case). Use  button to get Allocation according distribution key:

It is recommended to review data before posting. We can use report 10J - Report by Lines - Detailed. We find out that Pantheon selected only postings without department as we planed.

3. Journal Entry for Posting Distribution

We use button Posting  to post allocation into journal. The result is as it is defined in posting template, distribution key and filter allocation according distribution key: reversal of existing postings without department and allocation of the cost to departments from distribution key.

4. Account Card 

5. Trial Balance by Departments - All Journal Entries

6. Trial Balance by Departments - Excluding Journal Entry with allocation of costs

The examples given can also be of help in distributing revenues. The only difference being that you have to adjust liability and asset balance on account or groups of accounts accordingly!

In a similar way (simultaneously or not) to divide the costs on the cost centers (see the example Removing Records of Cost Not assigned to Any Cost Center) .