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:
Valid From field specifies from which date the Allocation Code can be used.
If there are no changes in allocations, it is not necessary to create an Allocation Code with the Valid From field filled in. An Allocation Code with an empty Valid From field can also be used.
To create a new Allocation Code for the current month, open All Property Allocation. This page displays the history of all property allocation codes.
Add a new Allocation Code. Specify the Valid From date, then select Lease Unit Allocation to define the shares by which costs will be allocated to specific Lease Units.
Note
- Only one Allocation Code with the same code can be created per month.
- Regardless of the date entered by the user, the system will always assign the first day of the specified month (the Allocation Code is valid for the entire month).
- If there are no changes in allocations, it is not necessary to create a separate Allocation Code for each month. If no Allocation Code is found for a specific month, the system will select the most recently entered one, provided it is not later than the date specified in the Valid from field in the options window.
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 Lease Unit Allocation list in Edit List mode and make the necessary changes in the Share fields.
Lease Unit Cost Blocking indicates whether the allocation code includes any Lease Units that have the Cost Blocking enabled in Lease Unit Card Blocking section.
Note:
- Share field cannot be negative.
- 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.
- Lease Units with the enabled Cost Blocking are excluded from the Total Share calculation.