The Allocations tab displays all the allocations that have been made for this budget code. Allocations are the approved allotments of an amount of money you have budgeted to spend against the budget code for a financial year.
The Allocations tab lists all allocations that have been made to the approved allocation amount for this budget code since the Approval process was completed, as well as any allocations made in previous years. You can add allocation amounts directly from this tab or from the Monitor tab. See the Monitor tab for more details on how allocations are added from there. Allocations are also added automatically when the approval process is run.
The most recently added allocation is shown at the top of the list of allocations, but you can change the sort order of the list if you wish. Once you have added an allocation, you cannot edit it or delete it. If you wish to change the allocation amount, you must enter a new allocation. When an allocation has been added, the Details tab will reflect the bid amount in the Latest Allocation field.
You can enter the following information about an allocation:
Year - This is the financial year for the allocation. This defaults to either the current financial year, or the next financial year as defined in the Year Maintenance table, depending on the choice you make when adding an allocation. You cannot edit the financial year.
Date Added - This is the date that the allocation was added. This defaults to the current date and time when the allocation is added, and cannot be edited.
Amount - This is the amount of the allocation. You must enter an allocation amount.
Description - This is the description of the allocation. You must enter a description for each allocation.
By - This is the user ID of the person who added the allocation. This defaults to the current user ID when the allocation is added, and cannot be edited.
Open the Budget Code that you want to add an allocation for. Change to the Allocations tab.
Choose New from the File menu
OR
Choose New from the popup menu
OR
Click the New toolbar button.
If the Budget Code is flagged as an active code, Pinnacle will display a window asking if you want to add the allocation for the Current Financial Year or the Next Financial Year.
If you want to add the allocation for the current financial year, click the Current Year button
OR
If you want to add the allocation for the next financial year, click the Next Year button.
A new allocation will be added to the list of allocations. If the Budget Code is flagged as an active code, Pinnacle will set the Financial Year based on your choice. If the Budget Code is inactive, Pinnacle will set the Financial Year to the current financial year.
Type in the allocation details.
Choose Save from the File menu
OR
Choose Save from the popup menu
OR
Click the Save toolbar button.
If the Budget Code is flagged as an active code, and the allocation was added for the current financial year, Pinnacle will display a window asking if you want to spread the allocation evenly over the whole year, or just over the remaining periods.
If you want to spread the allocation over the whole year, click the Whole Year button.
OR
If you want to spread the allocation over the remaining periods only, click the Remaining Periods button.
If you choose to spread the allocation over the whole year, Pinnacle will divide the total allocation amount equally over all the periods, and will overwrite any existing allocation amounts for the periods. If you choose to allocate over the remaining periods only, Pinnacle will divide the difference between the old allocation amount and the new allocation amount equally over the remaining periods.
If the allocation amounts in each period do not add up to the new allocation amount, Pinnacle will display a message to let you know that the amounts are not equal. You can adjust the allocations for each period manually from the Monitor tab. The allocation amounts for each period might not be correct due to rounding errors when automatically dividing the allocation amount across periods, or if the new allocation amount is less than the old allocation amount, you could possibly have negative amounts in some periods.