Analytical Cost Allocation


Definition

Analytical cost allocation is used by the IT Department to break down expenses by account in order to compare them with forecast budgets defined at the start of the financial year. You can update data when invoicing order items such as equipment, licenses, consumables or common expenses, or through contract periods.

EndDefinition
  • Accounts are created according to a classification hierarchy used to monitor the breakdown of expenses closely.
  • Forecast budgets are defined for each financial year. Forecasts are displayed for each account and its sub-accounts.
  • The Budget Synthesis table provides an overview of all analytical cost allocations by financial year. They are updated in real-time.
     

What is the difference between Budgetary commitment and Budgetary allocation?

  • A budgetary commitment is the budget allocated by an organization to pay suppliers. It is associated with investment requests. It is used when invoicing.
  • A budgetary allocation is an estimated budget associated with service requests and change requests. It is used for internal budget monitoring. It is defined for each department.

Requests are allocated to a budgetary commitment or budgetary allocation via the Approval Transition action type in the User interventions category.

Examples

  • You want to create an account called Renewal.
  • This account is made up of three sub-accounts: Workstations Renewal, Router Renewal, Windows Upgrade.

Notes

  • Forecast budgets can only be created for the current year, the previous year and the next year.
  • The information displayed in the tabs is filtered based on the period defined in the Details tab.
  • If you want to modify the parent account, you should use the Reorganize wizard.

Menu access

Financial Management> Budgetary Commitments > Synthesis > Click on the financial year

or 

Financial Management> Budgetary Commitments > Analytical Cost Allocation

Description of tabs

  Analytical cost allocation.png

Details

Code: Unique code used to identify the analytical cost allocation.

Budgetary Commitment: Description of the analytical cost allocation.

Start Date/End Date: Period for monitoring the data displayed in the tabs.

Note: Comments on the analytical cost allocation. You can also add images or tables using HTML tags.

Forecasts

Sums budgeted for the analytical cost allocation and sub-accounts by financial year.

example   Forecasts for the Renewal account and its sub-accounts, Workstations Renewal, Router Renewal and Windows Upgrade.

  • You create the forecasts for sub-accounts in each sub-account.
  • You can modify and delete sub-accounts in this tab.

Orders not delivered

Based on the period defined in the Details tab, these are assets, i.e. equipment, licenses or consumables, booked in the analytical cost allocation, that have been ordered but not yet received.

Deliveries not invoiced

Based on the period defined in the Details tab, these are assets booked in the analytical cost allocation, that have been received but not yet invoiced.

Invoiced Deliveries

Based on the period defined in the Details tab, these are assets booked in the analytical cost allocation, that have been invoiced.

Contract Periods

Based on the period defined in the Details tab, these are contracts booked in the analytical cost allocation.

Procedure and Wizards

How to define budgetary commitments

Step 1: Create the analytical cost allocations.

1. Select Financial Management > Budgetary Commitments > Synthesis  in the menu. Click on the desired financial year.

or 

Select Financial Management > Budgetary Commitments > Analytical Cost Allocation in the menu.

2. Click Add icon.png.

3. Specify the information on the account.

Note: Do not enter the parent account if you want to create the account at the root of the tree structure.

4. Click Finish.

The new account will automatically inherit the period defined for the parent account.
 

Step 2: Specify the required data on budget forecasts by financial year.

1. Go to the Forecasts tab.

2. Click Add icon.png.

3. Select the relevant financial year.

Note: Only financial years without any budget forecast will be displayed.

4. Enter the amount of the budgetary commitment.

How to view the analytical cost allocation

Via the Synthesis menu

1. Select Financial Management > Budgetary Commitments > Synthesis in the menu.

2. Click the relevant financial year.

Note: The current financial year is displayed in bold.

  • Root analytical cost allocations are displayed first.
  • The budget amount of the parent account is equal to the sum of budget amounts for its sub-accounts.

3. Click Display popup icon.png to display the details of the analytical cost allocation.
 

Via the Analytical Cost Allocation menu

1. Select Financial Management > Budgetary Commitments > Analytical Cost Allocation in the menu.

2. Click Display popup icon.png next to the relevant account.

Wizards

Reorganize
Delete

Tags:

Shortcuts

Powered by XWiki © EasyVista 2022