Use this program to:

• Create, edit and delete allocation records by setting up percentages which will be used to distribute expenses of the company across a group of locations or all locations.

A corresponding field for the Allocation Code is provided in the screen used to enter transactions in RealWorld Accounts Payable. When the code is entered, the amount of the voucher is distributed automatically to the various profit centers according to the allocation percentages.

Examples of expenses to allocate:

Fleet – fleet expenses such as interest, insurance, and depreciation may be allocated among the locations based on the fleet size at each location.

General Expenses – administrative expenses may be allocation among the locations based on the volume of sales.

You may decide to base the allocation percentages on any method of your choice: the distribution of the fleet, the number of RAs opened, the volume of sales; or any other method. CARS+ does not calculate the percentages; they must be calculated off the system. Some expenses may be allocated one way using a particular Allocation Code, while other expenses may be allocated in a different manner using another Allocation Code.

Each month the allocations may change. For example, the fleet count may change each month. Therefore, a new version of the allocation code can be created for each month.

To access the Edit AP Allocation Records program, type REFRPT (RET) at any menu "OPTION:" field or the appropriate line number on the Accounting Control Files Menu.

OPTION: __ EDIT AP ALLOCATION RECORDS DEMO 10-02-08 1 Allocation Code 2 Eff Date Sub acct Pct Sub Acct Pct 3 4 23 24 5 6 25 26 7 8 27 28 9 10 29 30 11 12 31 32 13 14 33 34 15 16 35 36 17 18 37 38 19 20 39 40 21 22 41 42 Percent Total 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

Enter data as follows:

1. ALLOCATION CODE	Enter up to 4 alphanumeric characters that represent an allocation code. EXAMPLE: Type A1 (RET)
2. EFF DATE	Enter the effective date for this allocation record. EXAMPLE: Type 010108 (RET)
3. SUB ACCT	Enter 3 numeric characters representing a profit center number. EXAMPLE: Type 101 (RET) User tip: The profit center numbers are not validated; so be sure to enter the correct numbers.
4. PCT	For this allocation code, enter the percentage of expense that should be allocated to this profit center. EXAMPLE: Type 10 (RET)
REMAINING FIELDS	The remaining fields are used for other profit centers and expense allocation percentages. The Percent Total must be 100 in order to save the record. Some examples are shown below.

EXAMPLE 1:

This record will be used to allocate expenses to all profit centers.

OPTION: __ EDIT AP ALLOCATION RECORDS DEMO 10-02-08 1 Allocation Code A1 2 Eff Date 01-01-08 Sub acct Pct Sub Acct Pct 3 110 4 10.00 23 24 5 120 6 10.00 25 26 7 130 8 25.00 27 28 9 140 10 15.00 29 30 11 150 12 10.00 31 32 13 160 14 10.00 33 34 15 170 16 5.00 35 36 17 180 18 15.00 37 38 19 20 39 40 21 22 41 42 Percent Total 100.00 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

EXAMPLE 2:

This record will be used to allocate expenses to the profit centers representing a particular zone made up of 3 locations.

OPTION: __ EDIT AP ALLOCATION RECORDS DEMO 10-02-08 1 Allocation Code A2 2 Eff Date 01-01-08 Sub acct Pct Sub Acct Pct 3 130 4 50.00 23 24 5 140 6 30.00 25 26 7 150 8 20.00 27 28 9 10 29 30 11 12 31 32 13 14 33 34 15 16 35 36 17 18 37 38 19 20 39 40 21 22 41 42 Percent Total 100.00 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

OPTION:__EDIT APALOC RECORDS

1 Allocation CodeA2

2 Eff Date01-01-08

Sub acctPctSub AcctPct

3130 4 50.002324

5140 6 30.002526

71508 20.002728

9102930

11123132

13143334

15163536

17183738

19203940

21224142

Percent Total100.00

1SAVE2NEXT3ERASE4DELETE5BACKUP67HELP8