Managing building cost allocation can often be complex and time-consuming in premises management. To streamline this process, an automated cost allocation feature is available that supports multiple allocation methods for different scenarios.
Setting up Allocation Codes
Before cost allocation can be used, an Allocation Code must be created.
- Open Allocation Code page using the search function or navigate to Lease Unit Card, locate Cost Allocation Methods section.
- Select Create New Allocation Code.
- Enter the Code and Description.
Alternatively, use +New action button in the Cost Allocation Methods section of the Building card:
Multiple Allocation Codes can be created and used, even for the same Building, especially when preparing reconciliations. The Share of each Lease unit must be defined individually.
Defining Unit Shares
Once the Allocation Codes are created, assign the appropriate Cost Allocation Code to the Lease Units to enable automated cost allocation for exact units.
You have two options to define how costs are distributed:
Option 1: Automatic Calculation by Area
Choose Suggest by Area. The system will use the Lease unit areas to determine and populate the appropriate allocation proportion.
Option 2: Manual Entry
Custom allocation methods can also be used when certain costs should not be distributed to all Lease Units, e.g. elevator-related expenses in some commercial buildings. In such cases, the allocation proportions can be entered manually.
To adjust the proportions, open the S4RE Lease Unit Allocation list in Edit List mode and make the necessary changes in the Share fields.
Note:
Shares can be entered with up to five decimal places, and the total sum is calculated accordingly, though only two decimals are displayed in Total Share. The system treats the Total Share as 100% during calculations, so minor rounding differences may appear in the last line.