The Funding Allocations screen allows you to manage the cross-charging of accounts between different entities within a company. You can create a Funding Allocation Template at the company level, which can then be easily copied and applied to the Funding Allocation screen at the Assignment level.
Creating a Company Level Funding Allocation Template
Navigate to the Funding Allocation Template screen using the Global Search to view, edit and create Funding Allocation templates
Click Plus to create a new template, and click
to view/edit an existing one.
The Funding Allocation Template Details screen includes the following fields:
Description: A name to describe the Funding Allocation.
Fixed Amount Splitting: Decides how Fixed Amounts from the Billing Entities table will have money allocated to them. The following values can be selected:
Equal: Every entity increases at an equal rate, up to the maximum amount defined by the Fixed Amount.
Proportional: Every entity increases at a proportionally equal rate, and will hit their Fixed Amount at the same time.
Sequential: The first entity on the list increases first until it hits its Fixed Amount, at which point the second entity will begin being billed, then the third, etc.
Define Billing Entities for the funding allocation. Select the following field to configure:
Billing Entity: Select which Billing Entity is going to be paying the amount after it has been split up.
Allocation Type:
Fixed Amount: Define the maximum amount an entity should pay (after any percentage-allocated amounts are paid).
Percentage: The entity will always pay a specific percentage of the total amount.
Remaining Amount: Any costs not covered by the Fixed Amount or Percentage will be paid by this entity. If no Remaining Amount entity is defined on the Allocation, the Assignment Primary Billing Entity will be allocated these costs.
Amount:
Fixed Amount: The maximum amount an entity will pay is entered here.
Percentage: The percentage of a given cost an entity will pay is entered here.
Running Total: The total amount that has been allocated to that entity over the course of this Funding Allocation’s effectiveness. Only appears for Fixed Amount fields. This field updates automatically upon the generation of a receivable batch.
Accounts
Account: The type of payments covered by this funding allocation. All Equus Platform financial amounts have an account associated to them.
If a receivable batch is generated and has a funding allocation page causing receivables within it to be split up, then that allocation will no longer be editable. Either undo associated batches, or create a new funding allocation with a new effective date.
Note: No two funding allocations can have the same accounts defined in them, and have the same effective date.
Creating a Funding Allocation
Funding Allocations can be viewed, edited, or created by selecting the Funding Allocations option under the Financials section of the left-side menu of a mobility record.
Create a new allocation by clicking Plus , and view/edit an existing one by clicking
.
When creating a new Funding Allocation, you can choose from the following options:
Defining a New Funding Allocation: If you don't have existing templates at the company level, you can create a new funding allocation from scratch. The same set of fields from the company level template will be available for configuration.
Copying from a Template: To save time with configuring a funding allocation, you can copy from an existing template at the company level. The created allocation will copy all values from the template.
Copying from a Template Set: Create a funding allocation from a Template Set. This option lets you choose a Template Set, creating one allocation per template with today's date as the effective date.
The Effective Date will use the current date by default. Click
to finalize the new allocation. When receivables are generated, the cross charging will take place depending on the funding allocation with the closest effective date to the receivable/s.
You can also copy a funding allocation by clicking the
button. The copied funding allocation will have the effective date to be set to the current date, if there’s already a funding allocation with the same configuration on that date, one day is added to the effective date.
Creating a Funding Allocation Template Set
A Funding Allocation Template Set allows users to define multiple existing templates as part of a set. When selecting a template set, all templates in the set will be applied. Inactive templates within a set will not be copied.
To create a Funding Allocation Template Set, navigate to the Funding Allocation Template Sets screen at the company level.
Click Plus to create a new Template Set and provide a Description for it. Next, select the active Funding Allocation Templates to be included in the set.
Once all selections are made, click
to finalize the set.
Once created, Template Sets can be selected when creating a new Funding Allocation at the assignment level, simplifying the process by applying multiple templates in one step.
How Funding Allocations Affect Generating Receivable Batches
If a receivable batch is generated and there is an applicable funding allocation to any amounts generated within that batch, all billing entities associated to that funding allocation will have a receivable created for them.
A full receivable amount first has its percentage taken out, then fixed amounts are allocated money, then finally the remaining amount entity is assigned its portion (if any).
The example configured in the screenshots above will have the following output for Airfare Costs:
