Mahougnon Tossou, the accountant of Groupe Gbaguidi, has set up the axis “Site” with a section for each city and the rules that allocate new entries. Now he has to answer Sèdjro: how much did each site earn and spend this quarter? Some lines were posted before the rules existed, and a truck repair in Parakou was paid for the whole group. The figures only mean something once every line sits where it belongs. This page follows him from the last unallocated line to the report he shows the head of the group. The axes, sections and rules come first, on Set up analytic axes, sections and rules.

​
Find what is still unallocated

List unallocated lines shows the lines still waiting on the axis “Site”. He can narrow the list to a journal, a fiscal year, a date range or an account number prefix, for example the 6 accounts for costs. He works through it until it is empty.

​
Allocate or split a line

For the Parakou repair, one line of 300,000 FCFA belongs to two sites. Mahougnon first looks at how the line is allocated with View line cost allocations. He sets the split with Set line cost allocations: 200,000 FCFA to “Parakou” and 100,000 FCFA to “Natitingou”. The amounts of an axis must add up to the line exactly. The new split replaces the previous one for that line, whether it came from a rule or from an earlier manual choice. Nothing else changes: the entry, the balances and the books stay as they are. To remove the allocation of a line altogether, he saves an empty split.

​
Read the balance of each section

Sèdjro wants one figure per site. Mahougnon opens Analytic balance report for the axis “Site” and the quarter. He sees where the amounts sit across Cotonou, Parakou and Natitingou.

​
Read the result of each site

For the profit question, he uses Analytic income statement, which breaks the income statement down by section. A site that sells a lot but carries heavy transport costs shows up at once. If a figure surprises Sèdjro, Mahougnon opens List section entry lines for that section and reads the entry lines behind it.

​
Who works where

Mahougnon works in the organization space, on a book he has been granted. An accountant who keeps the books of a client does the same work from the client space, on the book of the client they act for. Each action exists in both spaces. This page links the organization space.

​
The rules

  • Reading or setting the split of a line also needs the right to see the journal entry that holds the line (journal_entries.retrieve).
  • A line can be allocated only if its account is of class 6, 7 or 8 (by default), its entry is posted and is not a reversal, and it is not part of the entry that closes the fiscal year. A reversed entry and its reversal keep the split they had.
  • A closed period does not block allocation. Only a fiscal year whose statements have been filed does.
  • Setting the allocation sends the full list of rows. Each row names an active axis, a section of that axis, and an amount of at least 1, a whole number in the smallest unit of the currency (francs for XOF). An axis and section pair cannot appear twice. Every section must be active, postable and without children.
  • For each axis present in the request, the amounts must add up exactly to the amount of the line. All previous allocations of the line are deleted first, including those of axes not in the request. An empty list removes every allocation of the line.
  • The new rows are recorded as manual, with the current actor.
  • The balance, the income statement and the section lines need a period. It is taken from the fiscal period first, then from the fiscal year, then from the two dates. When none is sent, the fiscal year that covers today is used, and the call is refused if none does. The end date cannot be before the start date. When the period has an end date, the balance and the section lines also need a fiscal year that covers that date.
  • The income statement needs a closed window: a fiscal period, a fiscal year, or both dates. With only one date, it is refused.
  • The axis is required for the balance, the income statement and the unallocated lines.
  • The reports leave out the entry that closes the fiscal year and its reversal.
  • The unallocated list contains the lines of posted entries, excluding reversals and closing entries, on allocable accounts, that have no allocation on the chosen axis. The account filter is a prefix of digits, 32 characters at most.
  • Lists are paged with a cursor. For section lines and unallocated lines, per_page is between 1 and 100.

​
All the actions of this topic