Redistribute Project Costs

OBJECTIVE

The Redistribute Project Costs option redistributes the income or expenses from a master project to its sub-projects. This function is helpful when transactions are entered into the master project and must then be distributed to related sub-projects.

This option is available in the following options:

PREREQUISITEs

Configuration – Projects (Complete the Cost Redistribution section)
Project Management

Summary

The same screen is used to create cost redistribution templates which can then be used to generate cost redistribution transactions.

Create cost redistribution templates for projects
Redistribute project costs

Steps

Creating Cost Redistribution Templates for Projects

Access one of the options in which this function is available.
Click the Redistribute Project Costs icon.
Enter the required information in the header section:
This section lets you specify the settings to be used for each project for which a redistribution of costs is required.

Distribution templates that have already been entered are displayed at the top of the screen.

Field

Description

Master Project*

Code of the master project from which the transactions to be redistributed are from.

Type*

Types of transactions to be redistributed to the sub-projects.

The two possible values include: Expense or Income.

The default type is: Expense.

Activities to be redistributed**

Used to identify the source activities containing amounts to be redistributed to the sub-projects.

NOTE: Formula example: 1000-5000,-4000. This formula redistributes activities with codes between 1000 and 5000, and excludes activity 4000.

Activity to credit**

Activity in the master project to which a credit amount will be posted based on the total value redistributed to sub-projects.

Group to credit**

Group in the master project to which a credit amount will be posted based on the total value redistributed to sub-projects.

Activity to debit**

Activity in sub-projects to which a debit amount will be posted based on the total value redistributed to each of the sub-projects.

Group to debit**

Group in sub-projects to which a debit amount will be posted based on the total value redistributed to each of the sub-projects.

Description

Description of the cost redistribution. This description will be included in the redistribution transaction that will be created.

Quantity to redistribute

Total quantity to be redistributed among the sub-projects.

NOTE: The quantity in the header to be redistributed must match the total quantities distributed among the sub-projects in the breakdown grid. To divide this amount equally among all of the sub-projects, click the Recalculate Table icon in the tool bar.

Field	Description
Master Project*	Code of the master project from which the transactions to be redistributed are from.
Type*	Types of transactions to be redistributed to the sub-projects. The two possible values include: Expense or Income. The default type is: Expense.
Activities to be redistributed**	Used to identify the source activities containing amounts to be redistributed to the sub-projects. NOTE: Formula example: 1000-5000,-4000. This formula redistributes activities with codes between 1000 and 5000, and excludes activity 4000.
Activity to credit**	Activity in the master project to which a credit amount will be posted based on the total value redistributed to sub-projects.
Group to credit**	Group in the master project to which a credit amount will be posted based on the total value redistributed to sub-projects.
Activity to debit**	Activity in sub-projects to which a debit amount will be posted based on the total value redistributed to each of the sub-projects.
Group to debit**	Group in sub-projects to which a debit amount will be posted based on the total value redistributed to each of the sub-projects.
Description	Description of the cost redistribution. This description will be included in the redistribution transaction that will be created.
Quantity to redistribute	Total quantity to be redistributed among the sub-projects. NOTE: The quantity in the header to be redistributed must match the total quantities distributed among the sub-projects in the breakdown grid. To divide this amount equally among all of the sub-projects, click the Recalculate Table icon in the tool bar.

Fields followed by the * character are mandatory fields.

**IMPORTANT NOTE: If no value is entered in these fields, the system will, by default, use the settings specified in Configuration - Projects, Cost Redistribution section. If no information is found in these fields, the system uses the activities and groups in the original transactions read in the master project.

Sub-project section: This section displays the sub-projects and their descriptions.

Field

Description

Quantity

Quantity to be applied to the sub-project, in relation to the total quantity to be distributed among the sub-projects, entered in the Quantity to be Redistributed field in the header.

NOTE: The quantity in the header to be redistributed must match the total quantities distributed among the sub-projects in the breakdown grid. The redistribution may be equal between each of the sub-projects or may vary from one to another.

Example 1: A simple way to distribute the cost equally among four sub-projects is to enter 4 as the Quantity to Be Redistributed in the header and to enter 1 in each sub-project in the Quantity in the Grid column.

Example 1: To indicate a specific percentage to be distributed to each sub-project, enter 100 as the Quantity to be Redistributed and enter the percentage to be redistributed to each sub-project in the Quantity in the Grid column.

Field	Description
Quantity	Quantity to be applied to the sub-project, in relation to the total quantity to be distributed among the sub-projects, entered in the Quantity to be Redistributed field in the header. NOTE: The quantity in the header to be redistributed must match the total quantities distributed among the sub-projects in the breakdown grid. The redistribution may be equal between each of the sub-projects or may vary from one to another. Example 1: A simple way to distribute the cost equally among four sub-projects is to enter 4 as the Quantity to Be Redistributed in the header and to enter 1 in each sub-project in the Quantity in the Grid column. Example 1: To indicate a specific percentage to be distributed to each sub-project, enter 100 as the Quantity to be Redistributed and enter the percentage to be redistributed to each sub-project in the Quantity in the Grid column.

Click Save.
You can create a new redistribution template by selecting the template be copied in the Summary of non-transferred Transactions section and clicking the Save a New Cost Redistribution icon. Repeat steps 1 to 4.

Redistributing Project Costs

From the Redistribute Project Costs option:
Select a redistribution template in the Summary of non-transferred Transactions.
Complete the Transaction Redistribution section.
Transaction Redistribution section:

Field

Description

Start date

Start date for the transactions to be redistributed.

End Date

End date for the transactions to be redistributed.

Transfer Date

Posting date of the transfer.

Field	Description
Start date	Start date for the transactions to be redistributed.
End Date	End date for the transactions to be redistributed.
Transfer Date	Posting date of the transfer.

Click Accept.

The system will compile the transactions entered in the master project based on selected dates. It will then distribute the costs or income to each of the sub-projects based on the quantity entered on each line.

A transaction is created and the master project and sub-projects will be assigned.

This transaction will be available in the Project-to-Project Transfer option pending transfer.