Add an Allocating Journal

Use the Allocating Journal Maintenance (GAM) program to add, change, copy, and delete a control account for each journal and the allocation percent for each distribution account. See Background and Road Map for more information.

The program displays these fields for existing journals:

Field Name	Displays
Jrnl name	The name of this journal
Description	The description for this journal
Ctrl org	The organization code for the control account for this journal
Ctrl acct no	The number of the control account for this journal
Cu	The currency for this journal

Click Add if journals exist. The program prompts Journal name.
Enter a reference code (10 alphanumeric characters maximum) that your company uses to identify the source of the journal entry.
Enter data in these fields:

Field Name	Type / Max Length	Action / Description
Description	Required 30 alphanumeric	Enter a description for this journal.
Control org code	Required 2 alphanumeric	Select a GL organization code for the control account that you want to use for this journal.
Control acct no	Required 10 alphanumeric	Enter the account number that you want to use as the control account or click the Lookup icon and use the standard lookup options to select the account from a list. Typically, you allocate the current balance of this account to other accounts within the same consolidation; however, the program allows allocations back to this account.
Authority	Optional 17 alphanumeric	Enter the name or code that your company uses to identify the authority (person or department) that approved this journal.

Click Detail or OK.
Click Add to add a new line.
Enter data in these fields:

Field Name	Type / Max Length	Action / Description
Line number	Required 2 numeric	Accept the displayed line number.
GL org code	Required 2 alphanumeric	Select the code of the GL organization for the distribution account. Distribution and control accounts must be within the same consolidation.
GL account no	Required 10 alphanumeric	Enter the number for the account that you want to receive a portion of the control account's balance or click the Lookup icon and use the standard lookup options to select the account from a list. You can distribute control account balances to any number of accounts as long as the balance is fully allocated. See the Allocation % field. You can allocate an amount back to the control account and allocate it again the next time you use the Allocating Journal Processing (GAP) program. You might do this for prepaid expenses.
Allocation %	Required 7 numeric in format 99.99999	Enter the percent of the control account balance to apply to the distribution account. The percent can be either a positive or negative value, depending on the type of account used for each allocating journal. Enter a positive percent when account types of the control and distribution accounts are the same normal balance type. Assets and expenses are normally debit balance accounts. Liability, capital, and revenue accounts are normally credit balance accounts. For example, if the control account is an asset and the distribution accounts are expense, you would use a positive percent because both account types have debit balances. Conversely, enter a negative percent when the normal balance type of the control account differs from the distribution accounts. For example, if the control account is a credit balance type and the distribution accounts are a debit balance, enter a negative percent. You can allocate the control account fully (100%) to more than one account. You can make an allocation back to the control account. When an account is both a control and distribution account, the amount that is distributed to the control account can be allocated again.

Choose the appropriate options:

To	Do This
Change a field	Click Modify.
Exit without adding this line	Click Cancel.
Change the Line number field	Click Change no.
Accept the data	Click OK. The program prompts Line number. Enter another line or clear the field to exit.

Note
You cannot delete a record unless it has been saved; use Cancel.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another distribution line	Click Add.
Delete the selected line	Click Delete. See Delete.
Copy the selected line	Click Copy. See Copy.
Display the selected line	Click Select.
Exit distribution lines	Click Exit.

Choose the appropriate options when you click Exit:

To	Do This
Change a field	Click Modify.
Delete the journal	Click Delete. See Delete.
Exit without creating the journal	Click Cancel.
Display distribution accounts	Click Detail.
Accept the data	Click OK. The program prompts Journal name. Enter another journal or leave blank to exit.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another journal	Click Add.
Delete the selected journal	Click Delete. See Delete.
Copy the selected journal	Click Copy. See Copy.
Display the selected journal	Click Select.
Print the journal listing	Click Print. See Print.
Exit the program	Click Exit.