Using Allocations

Using Allocations

Using Allocations
Allocations are a very powerful feature and it is important to understand how it works

IMPORTANT NOTE: It is not recommended to use the Allocation Function for Internal Tracking Reports. This is not designed to be a tracking function.  Allocations is designed to allow you to allocate items that will be used for billing purpose only. Billing purpose is defined as an item that must be part of the bill report delivered to the client. For example, you need to show the bill broken into categories such as, but not limited to Structure and Contents, Owner and Tenant, billing periods. You will allocate each input to one or more allocations so you can separate the bill and deliver a bill for Structure and Contents, Owner and Tenant or for billing periods. Using this feature for any other purpose will not be supported by our technical support service. This is a billing feature only and should be used for that purpose only.

  1. You will see the Allocation Input Areas on each of the Input Dialogs.  (see image below)
  2. Notice you have a total of (6) main Allocation Headers each with a drop down. 
  3. You can have unlimited Allocations in each of the drop downs. For example, you need to divide the bill for Structure and Contents.

The Best Way is to Go to Project Settings and Click on the Open / Modify Input Attributes and rename Allocation #1 to "Bill To"

  1. Now go to Project Settings and Add the Allocations to the Allocation Table - (see image below)
  2. It is OK to have these under the same header as shown below

  1. Now if you have a bill that needs to be defined by Building Numbers and Unit Numbers - This would be a need to use (2) Headers such as Allocation #1 and Allocation #2. Go and Add the Allocations to the table as described above.
  2. You would go and rename the headers as described above from Allocation #1 to Building # and Allocation #2 to Unit #
  3. During the input you would Enter the Building # in the drop down for Building # and for the Unit # you would Enter the Unit # in the drop down for Unit #

Disclaimer: If you are using the allocations function for other internal reporting, please understand by doing this you are adding additional processing for every input entry.  The allocation function should only be used for creating a reference for an actual bill. For example, you need to separate your bill based on Owner and Tenant or Structure and Contents. This should be the only allocations used. Allocations should never be used to track as this adds additional burdens to processing time and if you have a large bill that is heavy in Labor Inputs, Materials, Equipment then your processing time will be slow due to the extra processes required to write data to all the other items you are using for internal reports and tracking. Even though you can do this because of the way the allocation function works we just want to make it clear that processing time will be affected and could cause memory exceptions, program crashes, etc.. The allocation function is a tool that should be used for what it was built for and not for tracking purpose. Smaller bills you probably will not see any delays in processing but larger bills as explained above you will see processing times vary and in some cases can take several minutes to process your input or reports.   

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