Dynamics 365 – Processing Allocations with Exceptions

Saving time and effort is always appreciated by everyone in an organization. Many businesses require allocation of transactions or account amounts across multiple departments or dimensions. Auto-allocation is definitely one of the ways to optimize the overall company processes.

Allocation of utilities expenses to all operating departments is one of many examples of the allocation.

Here are a couple of the options to setup allocation rules:

  • On a Main account – to be processed instantly at posting to the account
  • As a Ledger allocation rule – to be processed when Process allocation request is executed at users will.

In Dynamics AX 2012, the Process allocation request is run from General ledger > Allocations. As a result, transactions are generated in a new Allocation journal. If the request is run as a proposal, the Allocation journal is not posted – just generated as it sits there to be reviewed and posted.

Only the Description column is editable in AX 2012. To change a record already generated in an Allocation journal, you need to delete the whole journal, change the Allocation rules, run the Process allocation request again.

Journal voucher process allocation request

However, Dynamics 365 for Finance and Operations allows editing records in Allocation journals: the account entries can be edited in the allocation journal before posting.

journal voucher dynamics 365 for finance and operations

The following fields can be edited yet tracked for auditing:

  • Date
  • Company
  • Account
  • Description
  • Debit
  • Credit

This saves time and exceptions that happen only occasionally in the allocation process can be handled on journal to journal basis, instead of modifying the allocation rule setup.

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