Allocation Methodology

Due to the nature of a shared facility, some expenses are required to have an allocation methodology in order to appropriately bill individual funds, departments, projects, etc. for these shared expenses.

The following expenses are those which require the use of an allocation methodology for expense categorization purposes:

Utilities

Janitorial Services

Janitorial Supplies

Insurance

Trash

The allocation methodology is determined by the Treasurer and Senior Pastor at the time of the new budget for the year based on projected facility use. This allocation methodology can be adjusted as circumstances dictate throughout the year by the Treasurer and Senior Pastor. The current allocation methodology is located here.

Steps for breaking out the Allocation Methodology in Aplos:

For transactions where the entire bill is to be allocated (ex: Internet)

Open the Allocation Methodology google sheet

Open Aplos

Go to Reports

Click on "Expense by Payee" (Under Other Reports | People based reports)

Find the vendor for the expense you which to allocate

Click on the Amount that corresponds to that vendor

Find the transaction from the list you wish to allocate

Click on the amount of the transaction

Click on "Add Another Row" to add as many lines as the allocation requires

Copy the Account from the original transaction and paste it into each line

To determine the Fund, refer to column A in the Allocation Methodology sheet

To determine the Percentage, refer to column J in the Allocation Methodology sheet

When you type in a percentage, the system will automatically calculate the Amount based on the original charge

Add any Event, Fundraisers and Projects, Departments, or Custom as necessary

Example:

Account: Internet Fund: Sprouts Percentage: 31.25 Department: Head Start

Click Submit

For transactions where the part of the bill is to be allocated (ex: WB Mason)

Open the Allocation Methodology google sheet

Open Aplos

Go to Reports

Click on "Expense by Payee" (Under Other Reports | People based reports)

Find the vendor for the expense you which to allocate

Click on the Amount that corresponds to that vendor

Find the transaction from the list you wish to allocate

Click on the amount of the transaction

Copy the amount

Go to the Allocation Methodology sheet

Paste the copied amount into cell H16 "Item to allocate"

Cells H17 to H21 will autopopulate with the amounts to be charged to each fund, department or project

In Aplos, click on "Add Another Row" to add as many lines as the allocation requires

Copy the Account from the original transaction and paste it into each line

To determine the Fund, refer to columns I17- I21 in the Allocation Methodology sheet

To determine the Amount, refer to column H17- H21 in the Allocation Methodology sheet

Add any Event, Fundraisers and Projects, Departments, or Custom as necessary

Example:

Account: Hand soap Fund: Sprouts Amount: 15.31 Department: Head Start

Click Submit