Distributions

Distributions require the building blocks of Allocation Portfolios, Allocation Formulations, and dependent buildings. Administering a Distribution requires the creation of a Portfolio of Type = Allocation at the Client level and a Formulation of Type = Allocation at the Building level. A parent level building (financial entity) is identified and then expenses are distributed in the form of percentage amounts down to secondary/child buildings. Distributions are located in the tree view pane of the Building Tab and the Distribution Results report in the Reports section.

Creating and administering a Distribution is a three step process:

1. Create a Portfolio of Type = Allocation at the Client level. Portfolios can only be created by a Client Administrator. Contact your organization's administrators for assistance.
2. Create a Formulation of Type = Allocation at the Building level.
3. Administer on the Building Admin General page.

Info: When an amount is distributed in a base budget, it is done in anticipation of the same distribution being processed in the source accounting system. Thus, when actuals are imported, they will be aligned with the budget. The app reports on actuals but never manipulates them.

Steps to Administer

1. Allocation Portfolio

In terms of Distributions, the allocation portfolio consists of the child buildings (those receiving the distributed amounts).

Create an Allocation Portfolio at the Client Level:

1. At the Client level, select "Portfolios" in the tree view pane.
2. Click "Add" on the pane 1 toolbar or right-click select from the menu; a new row appears:
   1. Portfolio - Unique name/title
   2. Type = Allocation
   3. Status = Active
   4. Note - Add a note if needed
3. Enter applicable data and click "Save" on the toolbar or right-click select from the menu.
4. Next, click the "Add Selected Buildings" button on the pane 2 detail grid; the window appears.
5. Select the buildings in the Available Buildings field to add to the Allocation Portfolio by double clicking each, drag selecting a range, and/or using the arrows in the middle of the window to move selected buildings into the Assigned Buildings field.
6. Click "Save." After refreshing and selecting the new Portfolio in pane 1, the added buildings appear in the details pane (pane 2).
7. Click "Edit" on the details pane and the Allocation % field opens.
8. Enter applicable percentages and click "Save" on the details pane 2 toolbar or right-click select from the menu.

Info: Creating Allocation Portfolios is similar to creating a regular detailed Portfolios; the difference being, a User is allotting allocation percentages to each building.

2. Allocation Formulation

Create an Allocation Formulation at the Building Level in the parent building:

A User needs to move to the parent building (financial entity/ledger) to which they will be inputting and distributing the expenses at the Building level.

1. At the Building level in the tree view pane, click "Formulations."
2. Click "Add" on the pane 1 toolbar or right-click select from the menu; a new row appears:
   1. Name - A unique title that should include text that lets the end-user know that this is an Allocation Formulation for a Distribution.
   2. Code is an abbreviated name/title.
   3. Type = Allocation
   4. Status = Active
   5. Portfolio - The buildings that can use it. At the Building level, newly created Formulations by default are only available to that building. After creating it, you can edit and assign it to a Portfolio if needed; not likely for Type = Allocation.
      • Read more: Client Admin Portfolios.
3. Enter applicable data and click "Save" on the pane 1 toolbar or right-click select from the menu.

Pane 2 detail can be added two ways:

1. Formulation Detail Wizard:

1. Select the added Formulation. Pane 2 detail appears.
2. Click the "Formulation Detail Wizard" button; the "Assign Details Wizard" window appears:
   • Detail Type - Account or Formulation. Available Details populates with selection.
   • Percent (%) - Value; defaults to 100%
   • Available Details > >> << < Assigned Details - Move by double-clicking or select and drag select and move using the arrows.
3. Enter applicable detail and click "Save."

2. Add on the pane 2 toolbar:

1. Click "Add" on the pane 2 toolbar; a new row appears:
   • Percent - Value; defaults to 100%
   • Type - Account, Formulation
   • Source Formulation
2. Enter applicable detail and click "Save" on the toolbar or right-click select from the menu.

3. Administer

After creating an Allocation Portfolio and an Allocation Formulation, a user can now administer a Distribution.

1. In the tree view pane at the Building level, click "Distributions."
2. Click "Add" on the pane 1 toolbar or right-click select from the menu; a new row appears:
   • Distribution - Unique title
   • Percent (%) - Percentage of the Formulation; defaults to 100%
   • Formulation - All filtered Type = Allocation (Formulations)
   • Book to Account - Where to distribute amount. If **Per Formulation, the accounts that the Distribution will be booked to in the Destination properties will be identical to accounts that define the Source Formulation, e.g. if the Source Formulation consists of five accounts then the distributed amounts will go to those five source accounts in the Destination buildings). Otherwise, the user must select the booking account.
   • Interval = Monthly (default) or Quarterly
   • Offset
     • None
     • **Per Formulation - A system created contra line item (-%) is created for each account listed in the Source Formulation in the source building on the Expense Tab or corresponding budgeting tab.
   • Destination - Portfolios of Type = Allocation
3. Enter applicable data and click "Save" on the toolbar or right-click select from the menu. The application will process the amount throughout the Portfolio.
4. Click the added expense Distribution in pane 1 and the building percent and amounts appear in pane 2.

Info: The calculation of Distributions specifically excludes contra system distributions, thus it does not try to distribute zero dollars.

Note: A Distribution in the Expense Tab has an Input Mode = System and cannot be edited.

To calculate and view amounts, click the "Calc All Distributions" button located on the toolbar, or right-click select from the menu.

Expenses Tab results when using Book to Account & Offset = ***Per Formulation.

Distributions Results Report

Distribution Results: Shows calculated amounts from the parent side of Distributions; all pertinent fields included: Percent (%), Formulation, Book To Account, Interval, Offset, and Destination(s).