Update Allocation Specification File

To update and review the allocation definition, accumulation, and distribution records used to prepare actual and budget allocations, perform the following procedures.  Allocation Specification Definition, Accumulation and Distribution File records can be added, changed, deleted, mass maintained, and reviewed, and an entire allocation can be deleted using this conversation. 

Select Function

1.   Enter the Specification Maintenance allocation processing option on the GLMENU to display the Allocation Specification Definition Screen (GL100S01).

Determine Processing Mode

2.   This conversation supports two processing modes that determine the type of updating to be performed.  You will use enter mode to add definition, accumulation, and distribution records.  You will use review mode to change, delete, and review definition, accumulation, and distribution records and to delete entire allocations.

The conversation begins with the definition screen displayed in enter mode if the user is authorized to enter specifications.  Press F4-Search to display the Allocation Specification Search Screen in review mode.  (See step 6, "Select Specification Records for Review.")  This screen is displayed initially if the user is not authorized to enter allocation records.

Add Definition Records

3.   To add a definition record, enter the records in the input fields on the definition screen.  Enter the allocation number, the type of allocation (financial or statistical and actual or budget), and the cycle number.  The cycle number is used to group a set of allocations that must be executed at the same time. 

Enter the company, location and journal number to provide key information for the journal created for actual allocations.  Enter the budget year and sequence to identify the budget master file records affected by a budget allocation.  Enter the fiscal period to identify when to process the allocation.  Enter the intercompany code to define whether the affect of the allocation will cross legal entity boundaries.

Press the ENTER key to validate all the data.  If any data on the screen is invalid, or if the specified record already exists, an error message is displayed.  If the data is valid, the definition record is added to the file and the Allocation Specification Accumulation Screen (GL100S02) is displayed.

Add Accumulation Records

4.   To add accumulation records, enter data in the input fields on the accumulation screen.  The allocation number from the definition screen is redisplayed on this screen.  However, you should change this field if the record you are adding requires a different allocation number.

Define the suballocation number if multiple allocations will be grouped into the specified allocation.  Enter the record number to define both the accumulator for the specified amounts and the sequence number of the record within a multiple record accumulation step.  The record number is automatically incremented after each valid accumulation record is entered. 

Enter the accumulation type and fiscal period to identify the data to be accumulated and the fiscal periods for which the data is accumulated.  Enter the sequence field to define whether amounts within a range of master records are accumulated by account or center number sequence.  Enter the description field to provide information about the specific accumulation record.

Then enter the company, location and the account/center ranges to identify the master records for which amounts will be accumulated. 

Press the ENTER key to validate all the data.  If any data on the screen is invalid, or the specified record already exists, an error message is displayed.  If the data is valid, the accumulation record is added to the file and the accumulation screen is redisplayed in enter mode.  The allocation and suballocation numbers entered on the previous screen are redisplayed on this screen, and the record number is incremented by one.  You can change these fields if the record you are adding requires different values.  As long as you are adding accumulation records to the file, the accumulation screen continues to be displayed.

Add Distribution Records

5.   To add a distribution record, press F9-Distribution from any valid screen.  This will display the Distribution Screen (GL100S03).

Enter data on the input fields on the distribution screen.  Enter the allocation and suballocation numbers to identify the allocation to which the distribution belongs.  Enter the record number to define a set of distribution calculations.  Enter the description field to provide information about the specific distribution record.

You can specify up to three calculation lines on each distribution record.  If more than three calculation lines are required, leave the charge and credit account fields blank and continue to enter calculation lines on the lines for the next distribution record.  If a simple percent of an allocation accumulator will be distributed, enter the allocation percent.

Then define the master records that will receive allocation amounts on the charge and credit lines. Enter the company, location, account number, and center number fields on the charge and credit lines after you have entered all calculations for a specific distribution.  The reference fields are entered on the journal line item created for the charge or credit entry.

Press the ENTER key to validate all the data.  If any data on the screen is invalid, or if the specified distribution record already exists, an error message is displayed.  If the data is valid, the distribution record is added to the file and the distribution screen is redisplayed in enter mode.  The allocation and suballocation numbers entered on the previous screen are redisplayed on this screen, and the record number is incremented by one.  You can change these fields if the record you are adding requires different field values.  As long as you are adding distribution records to the file, the distribution screen continues to be displayed.

Select Specification Records for Review

6.   To initiate review mode, press F4-Search to display the Allocation Specification File Search Screen (GL100S04).  This screen is used to retrieve existing definition, accumulation, and distribution records to change, delete or review them. 

Enter data describing the record you want to review in the input fields on the search screen.  You can enter all search screen fields or a partial record-identifying key.  Press the ENTER key.  This causes the definition, accumulation, or distribution screen for the specified record to be displayed.

If a record that matches the specified data is not found, the screen for the next subsequent record on the file is displayed.  If multiple records match the specified data, the screen for the first matching record on the file is displayed.  If you enter no data on the search screen and press the ENTER key, the screen for the first record on file is displayed.

F5-Previous Rec and F6-Next Rec allow you to page backward and forward through the file to review a specific record.

Change Specification Records

7.   To change an allocation definition, accumulation, or distribution record, press F4-Search to initiate review mode processing.  (See step 6, "Select Specification Records for Review.")  Then display the definition, accumulation, or distribution screen for that record.  Update data in the appropriate fields on the screen, and press the ENTER key.  The data is validated, and, if it is valid, the updated record replaces the existing one on the file.

After a record is changed, the next record on the file is displayed.

Delete Specifications or Allocations

8.   To begin a delete transaction for an allocation definition, accumulation, or distribution record, press F4-Search to initiate review mode processing.  (See step 6, "Select Specification Records for Review.")  Then display the definition, accumulation, or distribution screen for that record.  Press F14-Delete Record.  A confirmation message appears on the screen.  To delete the record, press F14 again.  To cancel the delete request, press any valid command key or the ENTER key. 

To begin a delete transaction for an entire allocation, display any definition, accumulation, or distribution record used in the allocation.   Press F13-Delete Allocation.  A confirmation message appears on the screen when this command key is pressed once.  To delete the allocation, press F13 again. To cancel the delete request, press any other valid command key or the ENTER key.  

Mass Create Allocation Records

9.   To create a new allocation based on an existing set of allocation records, press F13-Mass Maintenance from any valid screen.  This will display the Allocation Specification File Mass Maintenance Screen (GL100S05). 

To create a new allocation that duplicates an existing allocation, enter only the from and to allocation numbers.

To create a new allocation that contains some allocation records from an existing allocation, enter the from and to allocation numbers and the range of records from the existing report.  To do this, enter the from and to suballocation and record numbers on the from allocation line for the records in the existing allocation.

To duplicate an existing allocation record in a new allocation, enter the from and to allocation numbers and only the from suballocation and record numbers on the from allocation line.  If the created record will have different suballocation and record numbers, enter the from suballocation and record numbers on the to allocation line. 

After you enter the creation parameters, enter the submit code.  This code determines when the new records will be created.  When you set the submit code to Y and press the ENTER key, a job is submitted to perform the mass creation processing.  The message Mass maintenance request submitted is displayed on a new mass maintenance screen.  The mass change job is held for later processing.  (See the Releasing Submitted Jobs topic in the Procedures section for more information on job scheduling.)

When you set the submit code to N and press the ENTER key, mass change processing is performed interactively.  The message Mass maintenance in progress is displayed.  The message Maintenance request completed is displayed after the mass creation processing is completed.

When a large number of allocation records are created interactively, the terminal from which the mass creation request is entered may not be available for an extended period of time.  Also, interactive computer resources may be unduly taxed by this processing.

Mass Change Allocation Records

10.  To perform mass change processing on a set of allocation records, press F19-Mass Maintenance from any valid screen.  This will display the mass maintenance screen.

Enter the allocation number of the allocation to be changed and the range of suballocation and record numbers to be included in the change processing.  Enter the suballocation, data type, fiscal period, company, location, account number, center number, major reference and minor reference values to be changed in the from fields.  Enter the new suballocation, data type, fiscal period, company, location, account number, center number, major reference and minor reference values in the to fields.

After you enter the from and to parameters, select the submit code.  This code determines when the requested changes will be made.  When you set the submit code to Y and press the ENTER key, a job is submitted to perform the mass change processing.  The message Mass maintenance request submitted is displayed on a new mass maintenance screen.  The mass change job is held for later processing.  (See the Releasing Submitted Jobs topic in the Procedures section for more information on job scheduling.)

When you set the submit code to N and press the ENTER key, mass change processing is performed interactively.  The message Mass maintenance in progress is displayed.  The message Maintenance request completed is displayed after the mass change processing is completed.

When a large number of allocation records are changed interactively, the terminal from which the mass change request is entered may not be available for an extended period of time.  Also, interactive computer resources may be unduly taxed by this processing.

End Session

11.  To end the conversation and redisplay the GLMENU, press F3-Exit on any conversation screen.