Allocation Codes allow you to distribute work order costs across multiple properties, improving accuracy in financial reporting and cost management.
This article will cover:
- Creating Allocation Codes in the Accounting module.
- Applying Allocation Codes to Custom Forms
- Applying Custom Form to a Work Order
How it works:
Once set up, users with appropriate permissions can select an Allocation Code when creating or completing a work order. The dropdown will only show allocation codes active for the property where the work order is located. This allows costs to be distributed across multiple properties as defined in the allocation code.
Requirement: The user permission "Can Manage Codes" permission must be enabled.
(1) Creating Allocation Codes in the accounting module:
- Click on Accounting at the bottom of the left navigation panel
- Click Codes
- Click the Create Code button in the upper right.
- On the create code page, select Allocation Code from the code type selection menu.
- Enter the appropriate allocation code.
Optional: If applicable, complete the expense, credit, debit, and description fields.
6. Under the Properties section, select the properties where this allocation code can be used.
You can search for an individual property or property group, as well as selecting Include All Below for this allocation code to apply to all properties.
7. Click Save.
(2) Applying Allocation Codes to Custom Forms -
To start, navigate to the existing custom form or create a new one by clicking Admin, then Forms, then Create New Form in the upper right.
- Click Add Custom Field
- Click New Field
- Click Prism Data
- Enter a name for the field under Field Name
- Under Prism Data Type, select Code
- Under Code Type, select Allocation
- Toggle On the Accounting Related toggle so the field can be used in accounting batches.
- Click Add Custom Field.
- Add any other needed custom fields, then click Save.
(3) To see these forms with allocation codes on a work order, you will need to add the form to the appropriate work order's Issue Type in Admin:
- Go to Admin > Issue Types
- Select the issue type
- Under Forms, add the form containing the Allocation Code field
- Choose when to display the form (on create or on complete)
- Click Submit to save.
Troubleshooting/FAQs:
- Q: Why can't I see the Allocation Code field on my work order?
- A: Ensure that there is a custom form with the Allocation Code field has been added to the appropriate work order issue type and is set to display at the correct stage (create or complete).
- Q: Why are no allocation codes showing in the dropdown?
- A: Verify that allocation codes have been created and are active for the property where the work order is located.
- Q: Why can't I create an Allocation code?
- A: Please verify that your User has "Can Manage Codes" permission. If you do not, please contact your the Account Admin on your team to update the permission for this User.
For additional assistance with Allocation Codes, please contact Prism support.