The Apportionments page allows you to define standard ways of splitting costs between the entities in your recharge group. Some common ways are to apportion costs by headcount (either overall or department-specific, to split costs such as the CRM license used by the sales team), revenue, or by the time spent working for the different entities.
The apportionments page gives you a single place to create and update these splits which is useful if the apportionment is going to be used in multiple rules. When you update an apportionment, the change is automatically propagated to any rules which use it.
Note: final calculations won't be affected. For more information, see How to mark calculations as final
Creating Apportionments
To create an apportionment, go to the Apportionments page from the left hand menu, choose the entity you want to create it for and click the '+ Add new' button in the top right corner. When creating a new apportionment, you can choose whether it is a 'Unit' or 'Percentage' apportionment:
Unit is best for things like headcount or floorspace, where you know the relevant number for each entity. When using this, we will automatically calculate the total based on the figures entered for each entity
Percentage is best for things like 'time spent'. Here the total will default to 100, and the figures for each entity must sum to 100.
Once you've set a name, chosen the units, and entered the values, use the 'Save' button in the bottom-left to save your apportionment.
For entity level apportionments, you can also choose how account codes and tracking categories should be handled.
There are two options for the account code and each tracking category:
"Retain" an account code or tracking category will use the original transaction's property when it is recharged
"Set" allows you to define a new value that should be applied to the recharge transaction. For tracking categories, this value can be empty
An example may be useful to see how this works in action:
Let's say we have a transaction in Mayday HQ of £100 in account code 200, with two tracking category values: region is "England" and department is empty.
If we configured our apportionment as below:
Then three transactions would be created when this transaction is recharged:
Amount | Account Code | Region | Department |
£50 | 200 | England | Engineering |
£30 | 200 | England | Finance |
£20 | 200 | England | Management |
Note how the original transaction's account code and region have been used, but a new value for "Department" has been set.
In this scenario recharging the same transaction:
Two transactions would be created when the recharges are calculated:
Amount | Account Code | Region | Department |
£90 | 40000 |
|
|
£10 | 412 |
|
|
Note how a new account code is used, and the value for "Region" has been removed on the new transactions.
Updating Apportionments
The figures in your apportionments are likely to change on a semi-regular basis, so the Apportionments page makes it easy to update the numbers from one place before running your recharge calculations.
Once on the Apportionments page, simply update the required numbers and use the 'Save' button in the bottom left.
Once saved, any rules which used those apportionments will automatically be updated to use the latest figures.
Note: This means that any calculations which aren't marked as final will be recalculated and will use the latest apportionment figures. Any calculations marked as final will use the apportionments as they were when the calculation was closed.
Intra-entity Apportionments
With Recharger, you can split costs and revenues between account codes or tracking categories both within and between entities. If you want to create inter-departmental recharges, follow the steps in 'How to create Intra-entity Recharges'
If you prefer, you can watch this helpful video which covers all of the above information with a worked example