Customization DS1469: Purchasing Account Allocation

Customization DS1469

Purchasing Account Allocation

Problem Definition:

ACME needs the ability to split a purchase order expense among several accounts. Currently, GP only allows the selection of one purchasing account per PO line item. All PO line items are non-inventory items and ACME always creates a Shipment/Invoice.

The allocations to other purchasing accounts are based on a percentage of the PO amount. This amount will be determined at the time of PO Entry. The first two segments of the account number will be the same, and only the third segment needs to be selected. The user needs to be able to select the third segment and percentage.

ACME may partially receive a PO item, and the allocation percentages are to be calculated for each receipt. For example:

PO Cost $100

Account Split required:

Acct #1 = 60%

Account #2 = 40%

Receipt #1 $20

Account Split posted:

Acct #1 = 20 * (60/100) = $12

Acct #2 = 20 * (40/60) = $8

Receipt #2

Account Split posted:

Acct #1 = 80 * (60/100) = $48

Acct #2 = 80 * (40/100) = $32

Solution Overview:

A solution will be developed that will track the purchasing account allocations during PO entry and then apply those to the POP Invoice at the time of posting.

Design Features:

Purchase Account Allocation

The user will enter a purchase order for a non-inventoried item as usual. When a line is selected, the user will navigate to Additional >> Account Allocation

Graphical user interface, application Description automatically generated

From the PO Item Detail Entry window, the user can also access the window from the Additional menu.

Graphical user interface Description automatically generated

Field Function
Item Number Displays the Item Number from PO Entry.
Purchases Account Displays the Purchases Account that is assigned to the Item Number.
Allocation Displays the current allocation to the default Purchases Account. As allocations are added to the scrolling window, the amount will decrease. The sum of all allocations will always add up to 100%.
Segment ID Enter or select from the lookup at Segment ID. The Segment ID selected here will replace the third segment of the default Purchases Account. If the new account number created by swapping out the segments does not exist, the user will be warned and will not be able to continue.
Description Displays the Account Segment Description.
Allocation Enter the allocation percentage for the additional segments. The sum of the values in the scrolling window can not exceed 100%. If an entry in the window causes the total to be over 100%, the user will be warned and unable to continue.

Receivings Transaction Entry:

When the user adds a PO Line item to a Shipment/Invoice, the enhancement will recalculate the PURCH distributions and split it using the Allocations from the PO. If the line is only partially invoiced, the proportional allocation percentage will be maintained.

If no allocations were set up on the Purchase Order, then only the default account will be used.

Graphical user interface, application, table Description automatically generated

After the document is posted, these are the distributions that will appear in the GL.

IMPORTANT NOTES:

  1. There are no controls to prevent the user from changing the PO Purchasing Account in PO Entry AFTER allocation percentages have been set. Doing so may make the swapped account number invalid. If the Receiving Process encounters an invalid account number, it will ignore that portion of the allocation and keep the amount in the default account.
  2. The Allocation percentage can be changed on the PO line after a portion of the quantity has been received. If allocations are changed, all future receipts for the PO line will use the new allocation percentages.

Assumptions/Requirements:

  1. ACME is only receiving Non-Inventoried items.
  2. ACME is only entering Shipment/Invoices.
  3. The functionality described above will not work with eConnect, any software that uses eConnect, or any software that directly writes to, updates, or deletes from SQL tables.
  4. The functionality described above is intended for the GP Desktop client.
  5. National Accounts functionality is NOT used.
  6. Advanced Distribution functionality is NOT used.
  7. Unless otherwise noted in this document, reporting is not included in this estimate.
  8. Unless otherwise noted in this document, Word Template functionality is not addressed.
  9. Unless otherwise noted in this document, the enhancement will not integrate with 3rd party products. Some examples of 3rd party products would be:
  • An ISV plug-in product, including WilloWare products
  • A dexterity customization designed by another developer
  • Dynamic GP Modules including, but not limited to:
  • Project Accounting
  • MDA
  • Analytical Accounting
  • Copy functionality found in SOP, POP, and Inventory
  • Field Service
  • Extended Pricing
  • Manufacturing

For information on this design, or any other WilloWare customization or product, please contact us:

www.willoware.com/contact-me/