Allocation Overview

You will need to indicate to the ePMX system that you wish to use the Allocation feature by performing the follwing steps:

Go to the Master Files, System Information option.
Check the box for the field labeled 'P.O. Line Item Allocation'.
Click on the Save icon.

Note: If the P.O. Line Item Allocation box is disabled that means you did not purchase the Allocation feature. Contact the Bellwether Sales Department to discuss purchasing this feature.

Select G/L Account display/print settings for the REQ/PO Review and the REQ/PO Print Document

There are some settings to control if the G/L Accounts will display/print on the REQ/PO Review and REQ/PO Print documents. To modify these settings perform the following steps:

Go to the Master Files, Corporation option.
Select the Corporation and click on the Modify icon.
Click on the 'Additional Document Settings' button midway down the right-hand side of the screen.
Click on the 'Line item details settings' tab
In the lower left-hand section of the screen are the settings to Display GL Account Allocations on the P.O. Document, the P.O. Review, the Req document, and the Req Review. Each setting has four options; Never Display, Dollar Amount, Percentage, and Quantity. Select the desired option for each of these four settings.
Click on the Save button at the bottom of the screen.
Click on the Save icon at the top of the screen.

Note: The Project and Job Code entries will always show on the REQ/PO Review screens. There is one setting for Project and one setting for Job Code that applies to the REQ/PO document. Each of these two settings has three options; Always Display, Never Display, and Display when line differs from header. If allocations are entered they will be displayed as a percentage.

If there are allocation splits you use over and over again you can set them up on the Allocation control file. When you are entering the Requisition and Purchase Order lines, instead of entering the allocation split at that time, you can select the Allocation control fille record and the ePMX system will apply the split according to the control record. The control file record split can only be based on percentage. If you want to check this file out go to the Master Files, Control File, Allocations menu option.

Enter the Requisition Header information as usual. When you are finished entering the basic line item information click on the Addl Line Info button (blue box with 4 white dots). The expanded line item info screen will display. Make sure the field you which to allocate by (G/L Account, Project, or Job Code) is left blank and then click on the Allocations button. If there is a control file record for the allocation you wish to use, enter/select the Allocation, and the ePMX system will automatically split the line item based on the allocation set up on the control record. Otherwise, enter the field you wish to allocate by (G/L Account, Project, or Job Code) and the Percent, Quantity, or Extended Amount for that allocation. For all the allocation entries, the total percentage must equal 100, the total quantity must equal the quantity on the Requisition Line, and the total extended amount must equal the extended amount on the Requisition LIne. After you have finished with the allocation entries click on the Save icon and you will be sent back to the Line Item Info screen. Click on the Save button on that screen to save the line record. Then you can enter the next line on the Requisition.

Options in the Requisition module that show the allocations entered on the Requisitions

1. Review Requisition - a line for each allocation will display in the Item Code/Description column.

2. Print Requisition Document - a line for each allocation will print in the Item Code/Description column.

3. Requisitions from Previous Reqs - has a selection criteria entry for Job Code and Project. If the selected line is allocated the Job Code / Project entry will not display on the line. However, you can see them if you highlight the Requisition line and then click on the Review Req button.

4. Requisition Status Inquiry - has a selection criteria entry for Project and G/L Account. If the selected line is allocated the Project/G/L Account entry will not display on the line. However, you can see them if you highlight the Requisition line and then click on the Review Req button.

5. Requisition Status Report - has a selection criteria entry for G/L Account, Project, and Job Code. If the lines on the Requisition are allocated, each allocation will list as a separate line on the report.

Enter the Purchase Order Header information as usual. When you are finished entering the basic line item information, make sure the field you which to allocate by (G/L Account, Project, or Job Code) is left blank and then click on the Allocations button. If there is a control file record for the allocation you wish to use, enter/select the Allocation, and the ePMX system will automatically split the line item based on the allocation set up on the control record. Otherwise, enter the field you wish to allocate by (G/L Account, Project, or Job Code) and the Percent, Quantity, or Extended Amount for that allocation. For all the allocation entries, the total percentage must equal 100, the total quantity must equal the quantity on the PO Line, and the total extended amount must equal the extended amount on the PO LIne. After you have finished with the allocation entries click on the Save icon and you will be sent back to the Line Item Info screen. Click on the Add button on that screen to save the line record. Then you can enter the next line on the Purchase Order.

Options in the Purchasing module that show the allocations entered on the Purchase Orders

1. Review Purchase Order - a line for each allocation will display in the Item Code/Description column.

2. Print Purchase Order Document - a line for each allocation will print in the Item Code/Description column.

3. Create P.O.s from Requisitions - has a selection criteria entry for Job Code. If the selected line is allocated the Job Code / Project entry will not display on the line. However, you can see them if you highlight the Requisition line and then click on the Review Req button.

4. P.O.s from Previous Orders - has a selection criteria entry for Job Code and Project. If the selected line is allocated the Job Code / Project entry will not display on the line. However, you can see them if you highlight the Purchase Order line and then click on the Review PO button.

5. Automated History Card - has a selection criteria entry for Job Code and Project. If the selected line is allocated the Job Code / Project entry will not display on the line. However, you can see them if you highlight the Purchase Order line and then click on the Review PO button.

6. Material On Order - has a selection criteria entry for Job Code and Project. If the selected line is allocated the Job Code / Project entry will not display on the line. However, you can see them if you highlight the Purchase Order line and then click on the Review PO button.

7. P.O. Analysis Report - has a selection criteria entry for G/L Account, Project, and Job Code. If the lines on the Purchase Order are allocated, each allocation will list as a separate line on the report.

8. G/L Account Analysis Report - has a selection criteria entry for G/L Account, Project, and Job Code. If the lines on the Purchase Order are allocated, each allocation will list as a separate line on the report.