Creating and Posting Batch Allocations

Allocations are used to transfer funds among committed entities in your hierarchy (for example, contributions and distributions). When you create an allocation, you select the entities and a transaction type. The selected entities must have a commitment that uses the selected transaction type. Otherwise, the allocation has no effect. For information about setting up commitments, see “Commitments”. For information about setting up transaction types, see “Transaction Types”.

A batch allocation can contain multiple allocations, or details. You specify which details to include before you post the batch allocation. By default, you create a journal entry when you post the allocation; however, you can also choose to generate payables.

How to...

To create a batch allocation

To post a batch allocation

To create a batch allocation

1	From the side menu, select Investment Accounting > Cash Transactions > Add New Batch Allocations. The Investment Accounting - Allocation screen appears.

2	Complete the fields, as needed. For more information, see “Investment Accounting - Allocation Screen Reference”.

3	Click Build Grid. The details of the batch allocation appear on the Allocation tab, as shown in the following graphic.

4	Review the allocation details. The Edit buttons on the Allocation tab are unavailable until you have saved your data.

5	Click Save. The Post Transactions button and the Summary by Level and Journals Created tabs appear. If you generated payables for this allocation, the Payables - Pre Post tab also appears.

6	If you want to edit the details that appear on the Allocation tab, see “To review or edit a batch allocation record”.

7	If you want to review allocation information by investment level:

a	Click the Summary by Level tab.

b	In the Level field, select the level that you want to view, or select All if you want to view all levels.

8	If you created payables for the allocation and you want to preview them, click the Payables - Pre Post tab. Voyager displays the payables that were created and approved for this batch allocation.

The following graphic shows an example of the Payables - Pre Post tab.

You approve allocation details on the Allocation tab. For more information, see “To post a batch allocation”.

9

If you selected the Payables at all Levels check box, the Payable column appears on the Allocation tab. By default, Voyager selects all of the check boxes in the Payable column and includes the payables on the Payables - Pre Post tab. If there is a payable that you do not want to include, clear the check box in that row. Voyager will create a journal entry for that payable when you post the batch.

10	The Journals Created tab does not contain data until you post the batch allocation. After you post the batch, you can click this tab to review the journals that were created with this allocation. For more information, see “To post a batch allocation”.

Investment Accounting - Allocation Screen Reference

Entity Choice	The relationship that will be the basis for the allocation. Options are: Cascading between 1 entity and multiple entities Voyager will perform a cascade between one entity and multiple entities. If you select this option, either the Investor field or the Investment field can contain only one entity; the other field can contain a list or multiple individual entities. This entity choice enables you to make an allocation across intervening entities. For example, if the portfolio includes an investor at the top level, a fund on an intervening level, and two properties on the bottom level, you can use this entity choice for a contribution from the investor to the two properties. Cascading between 2 entities Voyager will perform a cascade between two entities. If you select this option, the Investor field and the Investment field can each contain only one entity. This entity choice enables you to make an allocation across intervening entities. For example, if the portfolio includes an investor at the top level, a fund on an intervening level, and a property on the bottom level, you can use this entity choice for a distribution from the property to the investor. Single entity pointing down to investments Voyager will perform a cascade between an entity and all direct investments. You cannot use this entity choice to make an allocation across intervening entities. For example, if the portfolio includes an investor at the top level, a fund on an intervening level, and a property on the bottom level, you can use this entity choice for a contribution from the investor to the fund, or from the fund to the property, but not for a contribution from the investor to the property. Single entity pointing up to investors Voyager will perform a cascade between an entity and all direct investors. You cannot use this entity choice to make an allocation across intervening entities. For example, if the portfolio includes an investor at the top level, a fund on an intervening level, and a property on the bottom level, you can use this entity choice for a distribution from the property to the fund, or from the fund to the investor, but not for a distribution from the property to the investor.
Investor	The entity code for the investor. This field does not appear if you selected Single entity pointing up to investors in the Entity Choice field.
Investment	The entity code or property code for the investment. This field does not appear if you selected Single entity pointing down to investments in the Entity Choice field.
Tran Date	The transaction date for the allocation.
Post Month	The post month for the allocation. Voyager uses this date when you perform equity rollups.
Effective Date	Used to generate analytics reports. Voyager completes this field after you complete the Date field. You can change it if needed. NOTE The Effective Date is also used for preferred returns calculations. For more information, see the Yardi Preferred Returns and Waterfall Calculations User's Guide.
Tran Type	The user-defined transaction type. For information about setting up transaction types, see “Transaction Types”.
Rounding	The appropriate rounding option. If you do not want to round the amount, leave the field blank.
Deal	Used if the batch allocation is for a preferred returns deal calculation that will affect capital balance calculations. Otherwise, when you perform preferred returns deal calculations, Voyager automatically creates a batch allocation and completes the Deal field. For more information, see the Yardi Preferred Returns and Waterfall Calculations User's Guide.
Allocation Method	The basis on which Voyager should calculate the allocation. Options are: Commitment Percent Voyager will use the percentage from the Commitments screen. For more information, see “Adding Commitments”. Transaction Type Percent Voyager will use the percentage from the Fund Transaction Percentage screen. For more information, see “Specifying Special-Purpose Commitment Percentages”. Fixed Amount Voyager will use this amount for all investors and investments.
Amount	The total amount for all transactions in the batch allocation. The amount can include up to eleven significant digits.
Notes	Remarks about the allocation.
Payables in this allocation	Generates payables for the allocation. This option is only applicable to distributions. If you select this option, you can create payables from one investment (the one you selected in the Investment field) to another, bypassing any intervening levels. For example, if you are distributing funds for a portfolio that includes an investor at the top level, a fund on an intervening level, and a property on the bottom level, you can use this selection to create a single payable directly from the property to the investor. Voyager creates journal entries for the receipts at the other, intervening commitments (in this case, from the property to the fund, and from the fund to the investor). If you select this option, the Payee list appears. Select one or more payees from the list. NOTE Before you can generate payables for an allocation, you must specify a payee or an alternative payee on the related entity screen. For more information about assigning payees to an entity, see “Adding Entities” and “Setting Up Alternative Payees”.
Payables at all levels	Creates separate payables for each commitment in the allocation. This option is applicable to both contributions and distributions. For example, if you are allocating funds for a portfolio that includes an investor at the top level, a fund on an intervening level, and a property on the bottom level, you can use this selection to create two payables: one from the property to the fund's payee, and another from the fund to the investor's payee. Voyager creates a journal entry for each receipt in the allocation (in this case, at the fund level and the investor level). NOTE Before you can generate payables for an allocation, you must specify a payee or an alternative payee on the related entity screen. For more information about assigning payees to an entity, see “Adding Entities” and“Setting Up Alternative Payees”.

Additional Information

To post a batch allocation

To review or edit a batch allocation record

To post a batch allocation

1	From the side menu, select Investment Accounting > Cash Transactions > Edit/Review Batch Allocations. The Allocation filter appears.

2	Complete the fields, as needed, to open the batch allocation record that you want to post. For more information, see “Allocation Filter Reference”.

3	Click Submit.

4	Click the Allocation tab.

If the allocation is not posted, a Post Transactions button appears above the tabbed section, and the New Record button appears on the Allocation tab.

5	Select the Approve check box in the row corresponding to each detail that you want to include in the batch. If you want to approve all details, click Approve All.

You must approve all details that you want to post. After you post the batch, you cannot approve and post details that you did not approve before posting.

Only employees set up with approval permission will see this option. For information about setting up employees, see the Voyager Core Setup Guide.

6	Click Post Transactions. Voyager generates and posts the batch allocation or batches, and changes the Payables - Pre Post tab to the Payables - After Post tab.

If the allocation includes payables, Voyager posts a payable batch. For each payable in the allocation, Voyager also creates a journal entry to record the receipt of the funds. If the allocation does not include payables, Voyager posts a journal-entry batch.

7	If you want to review the journal entries that were created for the batch allocation:

a	Click the Journals Created tab. Each batch allocation appears as a link.

b	Click the link corresponding to the journal entry that you want to review. The Journal Entry screen appears.

For more information about journal entries and journal-entry batches, see the Voyager Core User's Guide.

8	If the allocation includes payables, and you want to view the payables, click the Payables - After Post tab. Voyager displays the payables that were posted for this batch allocation. Each payable appears as a link. You can drill down to view the related Payable Invoice.

Allocation Filter Reference

Investor Code	The entity code for the investor.
Investor Name Like	All or part of the investor name.
Investor Code starts with	The first few alphanumeric characters of the entity code for the investor.
Investment Code	The entity code for the investment or property.
Investment Name Like	All or part of the investment name.
Investor Code starts with	The first few alphanumeric characters of the entity code for the investment.
Transaction Type	The code for the transaction type.
Allocation Date	The date range that includes the allocation date.
Allocation Post Month	If the allocation has been posted, the range of months that includes the post date for the batch allocation.
Allocation Ctrl Number	The range of batch numbers that includes the number for the batch allocation.
Allocation Amount	The amount of the batch allocation.
Detail Amount	The amount of an individual allocation within the batch.
Allocation Posted?	Indicates whether the batch allocation has been posted. If you want to view both posted and unposted batch allocations, leave the field blank.
Date Posted	If the allocation has been posted, the date on which it was posted.
Notes Like	Text from the Notes field.
Deal Code	Searches for batch allocations associated with a particular preferred returns deal. For more information, see the Yardi Preferred Returns and Waterfall Calculations User's Guide.
Sort By	Selecting ID displays the batches in descending order. If you want to view the batches in ascending order, leave this field blank.