You must select run-time parameters before you can run the Cost Allocation Process. The Process Run Mode is defined on the Parameter Page prior to running the process. It is possible to create multiple parameter records. Typically, one parameter record would be defined per allocation. For example, you can re-use the same parameter record for a revenue allocation over multiple accounting periods, changing some field values on that parameter record every time the process is run.
The Allocation identifier is selected from the Cost Allocation Control Setup table. The Process is always run for an entire allocation and not for a single series or step within that allocation. The allocation frequency is inferred onto the parameter page from the Control Setup table. The following requirements exist based on allocation frequency:
Daily: Daily Run Date is required.
Monthly: Fiscal Year and Month (Accounting Period) are required.
Quarterly: Fiscal Year and Fiscal Quarter are required.
Annual: Fiscal Year is required.
The Run Mode is the field value that drives most other field value requirements on the Parameter Page. Those requirements will be examined in the following sections that deal with each Run Mode.
The Cost Allocation Process selects ledger records from the source ledger specified on the Cost Allocation Process Parameters (CAPA) page. There are different Generic and Specific ledgers available, each having its own summarization logic. This summarization logic is controlled through the Journal / Ledger Control Detail (JLCTRL) page. You must use the ledger that summarizes ledger records most appropriately for that particular instance of the Cost Allocation Process.
When choosing a ledger, the most important part is choosing one that contains (is summarized upon) all of the data necessary to compute the allocation. If you are allocating quarterly, then the ledger must contain Fiscal Year and Accounting Period. If you wish for the allocation to retain the Budget Fiscal Year from the ledger record to the allocation documents, then Budget Fiscal Year must be retained. If you have pools defined at Department, Program, and Activity then those chart of accounts must be summarized upon.
Another concern is choosing a ledger that does not contain an excessive level of detail (date or chart of accounts) below what is necessary to collect amounts for the various pools defined. If you allocate annually, then retaining Document Record Date or Accounting Period would result in the allocation process having to spend considerable time consolidating ledger records.
In case none of the active ledgers meet the requirements, say none of the existing ledgers summarize records using BFY, then you should setup and activate one of the Generic Ledgers to summarize records to meet your Cost Allocation needs. It is not uncommon for a site to have a ledger for Cost Allocation where that is the sole purpose of the ledger. The incremental time spent each night ledgerizing journal records to this ledger is small compared to the performance improvements gained with a succinct Source Ledger.