P/O Cost Allocation Screen

  1. Open Purchase Orders > P/O Transactions > Invoice Entry.
  2. Enter header information for the invoice, including multiple receipts that you are now invoicing.

  3. Click the Additional Costs tab.

    1. Select or add the additional cost you need to distribute to receipts.
    2. Click the Dist. Cost button to open the Cost Allocation screen.

Use the Clear button to clear all amounts on the screen.

Use the Redist. button to have Purchase Orders automatically distribute the additional cost amount for the receipts.

The program displays the total amount entered for the additional cost detail at the top of the Cost Allocation screen.

The program displays the amount of the additional cost allocated to each receipt when you click the Redist. button.

To distribute the additional cost manually, you can enter amounts beside each receipt number. The sum of all the amounts you allocate to receipts must equal the total amount for the additional cost detail.

If the receipt was job-related, Purchase Orders displays a billing rate for the cost that you are allocating (along with the amount being allocated).

Note: The Billing Rate is also allocated with the additional costs to more than one receipt.

If you are prorating the cost manually to other receipts, you can enter a different billing rate with each distribution.

Use the Distribute Proration field to open the Distribute Proration Details screen.

For more information, see P/O Distribute Proration Screen.

You cannot change the proration method for an existing cost.

If you are adding a new additional cost you can prorate by quantity, by cost, or by weight, or you can prorate manually.

If the invoice is job-related:

  • You can also adjust the retainage amounts and period if retainage applies to the document.
  • You can adjust the billing rate and currency if prorating by cost, quantity or weight.
  • You can specify a single contract, project and category, or use the Distribute Proration button to distribute costs to more than one contract, project, and/or category (if applicable) if you are prorating manually.

The program displays the receipt numbers used in this invoice. You cannot change the receipt numbers.

If the receipts were job-related and the credit note or debit note uses the retainage option, the program displays additional retainage fields for each receipt to which you can allocate additional costs.

The default retainage percentage and retention period that appears in these fields depends on how you are prorating the costs.

  • If prorating by cost, quantity, or prorating manually, the settings come from the vendor record.
  • If you are not prorating, the retainage settings are based on the Default Retainage From option for the contract in Project and Job Costing.

Overview

Use this screen to allocate a new additional cost to more than one receipt on an invoice.

Note: This screen is available only if you are adding an additional cost to an invoice that is based on multiple receipts.

You can prorate and allocate the additional cost amount manually, or you can let Purchase Orders automatically allocate amounts to receipts according to the proration method you chose.