Create allocation rule

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

An allocation rule will automatically assign transactions to the required value or distribution key based on the entry criteria you define.

Only a user with the 'Portal administrator', 'Portal back office', 'Management', 'Financial administration' or 'External accountant' role can create one or more allocation rules.

Allocation rules example:

• Input: GL accounts 80000-80006
• Output: value Sales department
  
  
• Input: GL category Sales costs
• Output: value Sales department
  
  
• Input: GL category Personnel costs: Payroll costs
• Output: distribution key Payroll costs
  
  
• Input: GL category Other operating costs: Office costs
• Output: value Administration department
  
  
• Input: GL category Housing costs
• Output: distribution key Housing costs
  
  
• Input: GL category Cost of revenue
• Output: value Purchasing department
  
  
• Input: GL account 45250 Books, prospectuses, and documentation
• Output: value Support department
  
  
• Input: GL account 45100 Telephone and Internet costs
• Output: distribution key Telephone and internet costs.

To set up an analytical accounting view, the following steps must be completed:

• Create analytic view
• Create scope 
• Manage dimensions (for more advanced views)
• Create value 
• Create distribution key (distribute revenue and/or expenses across multiple values)
• Create allocation rule. 

An allocation rule can be created from several places in Yuki:

• Click on the Financials icon in the navigation bar and then click on Analytical accounting. In the now-opened screen, select the tab of the analytic view for which you want to create an allocation rule and click on the Go to dashboard button. In the now-opened screen, click on the Create... button. and then click on Allocation rule in the dropdown menu.
• Click on the Financials icon in the navigation bar and then click on Analytical accounting. In the now-opened screen, select the tab of the analytic view for which you want to create an allocation rule and click on the Go to dashboard button. In the now-opened screen, click on the Allocation rules tile and then click on the Create allocation rule button.

The following screen is opened:

Company

If the analytic view is created for all companies (administrations), you can select the administration for which the allocation rule is created here.

Under Input, enter the data that the transactions must meet and under Output, select the value or distribution key to which the transactions must then be automatically assigned.

Input (at least one criterion)

Select here one or more criteria to be met by the transactions to be assigned to a value or distribution key.

GL account type

Transactions recorded on GL accounts of the following types:

• Assets
• Liabilities
• Revenue
• Costs
• Financial gains and losses
• Taxes.

GL category

Transactions that have been recorded on one of the categories from the overview 'Profit and loss' or 'Assets and liabilities'.

These categories are located at the highest level in these overviews and are shown in a gray bar.

ATTENTION!

After selecting a category, the criterion can be further specified by selecting a subcategory, if required.

GL account

Transactions that have been posted to the specified GL account.

GL account range

Transactions that have been posted to GL accounts that fall within the specified range.

Contact name

Transactions that have been posted with the specified contact.

Transaction line description

Transactions that have been posted for which the specified description is present in the transaction line.

Output

Value

Select the value to which the transactions that meet the input criteria entered should be assigned here.

Distribution key

Select the distribution key to which the transactions that meet the input criteria entered should be assigned here.

After you have entered the data for the allocation rule, click on the Save button.

Then create more allocation rules if necessary.

TIP!

Click on the Allocation rules tile in the Dashboard of the analytic view to view all the allocation rules that have been created.