Creating an Allocation Rule

Transcription

1 Works Allocation Profiles and Rules This guide provides the information needed to maintain allocation profiles and rules. You must be a Program Administrator or Accountant to perform these tasks. Within this guide, you will learn how to: Create allocation profiles and rules. Edit allocation profiles and rules. Copy an allocation rule setup to a new rule. Download an allocation rule to a file. Delete allocation profiles and rules. 1 Creating an Allocation Rule An allocation rule defines the values a user or group may enter in the allocation segments on a transaction, purchase request, or reimbursement request. To create an allocation rule, complete the following: Any Segment Value Except a. Select Any Segment Value Except to allow all values previously created for this segment be entered into this segment except those you designate. b. Click OK. A list of values c. Select the check box for each value to be excluded. Rules. The Allocation Rules screen 2. Click Actions > Create Allocation Rule. The Create Allocation Rule window 3. Enter a unique Allocation Rule Name. 4. Click Save. 5. Select a segment from the Segment drop-down menu. Note: To exclude a Custom Value, enter the value in Add Custom Value. d. Click Add. The selected values display under Selected Values. Note: To remove Selected Values, select one or more values and click Remove. Permitted Values a. Select Permitted Values to allow only those values previously created for this segment that you designate be entered into this segment. 6. Select one option from the Permit drop-down menu: b. Click OK. A list of values Unrestricted Any Existing Segment Value a. Select Unrestricted to allow any value to be entered into this segment. b. Click Close. a. Select Any Existing Segment Value to allow all values created for this segment be entered into this segment. b. Click OK. A list of the values displays and a confirmation message c. Click Close. c. Select the check box for each value to be included. Note: To include a Custom Value, enter the value in Add Custom Value. d. Click Add. A confirmation message Note: To remove selected values, select one or more values and click Remove. 1

2 7. Select another segment from the Segment drop-down list, and repeat step 6 until rules have been applied to all segments, as needed. 8. Click Close. Editing an Allocation Rule 2To edit an allocation rule, complete the following: Rules. The Allocation Rules screen 2. Click the desired Rule Name. The single-action menu 3. Select View Full Details. The Allocation Rule Details display. 4. To edit the Allocation Rule Name, click Edit next to the allocation rule name. Edit the name. Note: The name must be unique. Click Save. 5. To edit the Allocation Rule, click Edit at the bottom. The Edit Allocation Rule window 6. Select a segment from the Segment drop-down menu, if needed. 7. Select one option from the Permit drop-down menu, as needed: For Unrestricted a. Select Unrestricted to allow any value to be entered into this segment. b. Click Close. Any Existing Segment Value For Any Segment Value Except Permitted Values a. Select Any Existing Segment Value to allow all values created for this segment be entered into this segment. b. Click OK. A list of the values displays and a confirmation message c. Click Close. a. Select Any Segment Value Except to allow all values previously created for this segment be entered into this segment except those you designate. b. Click OK. A list of values c. Select the check box for each value to be excluded. Note: To add a Custom Value, enter the value in Add Custom Value. d. Click Add. The selected values display under Selected Values. Note: To remove Selected Values, select one or more values and click Remove. a. Select Permitted Values to allow only those values previously created for this segment that you designate be entered into this segment. b. Click OK. A list of values c. Select the check box for each value to be included. Note: To add a Custom Value, enter the value in Add Custom Value. d. Click Add. A confirmation message Note: To remove selected values, select one or more values and click Remove. 8. To edit another segment in this rule, repeat steps

3 3 Copying an Allocation Rule Setup to a New Rule You can save time by copying a rule setup to a new rule. To copy an allocation rule setup to a new rule, complete the following: Rules. The Allocation Rules screen 2. Click the desired Rule Name. The single-action menu 3. Select Copy. The Copy Allocation Rule window 4. Enter a unique Allocation Rule Name. 5. Click Save. A confirmation message Note: To edit the new rule, click the link displaying the rule name. Deleting an Allocation Rule 5To delete an allocation rule, complete the following: Rules. The Allocation Rules screen 2. Select the check box for each desired Rule Name. 3. Click Delete. The Confirm Delete Allocation Rule window 4. Click OK. A confirmation message Creating an Allocation Profile 6An allocation profile is a set of rules that defines which allocation codes a user or group may enter in the allocation segments on a transaction, purchase request, or reimbursement request. To create an allocation profile, complete the following: Profiles. The Allocation Profiles screen 2. Click Actions > Create Allocation Profile. The Create Allocation Profile window 3. Enter a unique Allocation Profile Name. 4. To add allocation rules, select Add Existing. A list of allocation rule names Note: To add allocation rules at a later time, click Add Later, then click Save. 5. Select the check box for each desired allocation rule. 6. Click Save. A confirmation message Downloading an Allocation Rule to a File 4After an allocation rule is exported, you may import the file into Editing an Allocation Profile 7To edit an allocation profile, complete the following: your general ledger system. To download an allocation rule to a file, complete the following: Rules. The Allocation Rules screen 2. Click the desired Rule Name. The single-action menu 3. Select View Full Details. 4. Click Download and select one of the format options that 5. Click Save. The File Save As window Profiles. The Allocation Profiles screen 2. Click the desired Allocation Profile Name. The single-action menu 3. Select View Full Details. The Allocation Profile Details display. 6. Locate the desired folder and click Save. 3

4 Maintaining Users To maintain users within an allocation profile, complete the Remove users from Note: If you remove a user that is a member of a group assigned to this profile, remains in effect for that user. 4. To edit the Allocation Profile Name, click Edit next to the to the allocation profile name. 5. Edit the name. Note: The name must be unique. 6. Click OK. 7. To edit a profile component (Rules, Users, or Groups), complete the Rules Go to Maintaining Rules Users Groups Maintaining Rules Go to Maintaining Users Go to Maintaining Groups To maintain rules within an allocation profile, complete the Remove rules from Select the check box for each desired Rule Name. Click Remove within Rules. The Confirm Removal of Rule(s) window Click OK. A confirmation message Add users to Move a user to a different profile Download the users to a file Select the check box for each desired User Name. Click Remove within Users. The Confirm Removal of User(s) window Click OK. A confirmation message Note: If a user is a member of a group assigned to the same allocation profile as the user, assignment takes precedence. Click Add within Users. The Select User(s) window Select the check box for each desired user. Select the check box for each desired User Name. Click Move. The Select an Allocation Profile window Click the desired Allocation Profile Name. Click OK. Click Download within Users. A drop-down menu Select a file format option. The File Download window Click Save. The Save As window Navigate to the desired folder and click Save. Add rules to Click Add within Rules. The Select User(s) window Select the check box for each desired user. 4

5 Maintaining Groups To maintain groups within an allocation profile, complete the Remove a group from Add a group to Download group data to a file Note: Removing a group does not affect the members of that group who are also assigned to as users. Select the check box for each desired Group Name. Click Remove within Groups. The Confirm Removal of Group(s) window Click OK. A confirmation message Click Add within Groups. The Select Group(s) window Select the check box for each desired group. Click Download within Groups. A drop-down menu Select a file format option. The File Download window Click Save. The Save As window Navigate to the desired folder and click Save. 8 Deleting an Allocation Profile To delete an allocation profile, complete the following: Profiles. The Allocation Profiles screen 2. Select the check box for each desired Allocation Profile Name. 3. Click Delete. The Confirm Delete of Allocation Profile(s) window 4. Click OK. A confirmation message General disclaimer for Bank of America Merrill Lynch, visit bankofamerica.com/disclaimer 5