Proration Utility

The Proration Utility program generates a spreadsheet that helps prorate an amount based on the accounts specified in the Account Filter. For example, you can enter the Workers’ Compensation expense into the spreadsheet, and the tool will distribute that expense according to the wage accounts included in the filter.

Account filters should be created before running the utility via the Account Filters page.

CREATE Spreadsheet:

• Time Period:  Select amounts based on the following time periods:

  • Month to Date

  • Calendar Year to Date

  • Fiscal Year to Date

Note that this Time Period is based on the current posting period. 

• Account Filter: Select an existing account filter to include specific accounts in the spreadsheet.  An account filter will need to be created if they do not have one for the accounts they want to prorate (i.e. 1xx object code Expenditure Accounts)

The account filter used with the Proration Utility cannot contain an apostrophe. For example, if the account filter name is "worker's comp" the user will receive an error.

• Run By Appropriation: Generate the spreadsheet at the appropriation account code level instead of by expenditure accounts. The Account Filter must also include the TI=01 for appropriations.

• File Name: Enter the Name of the spreadsheet.

• Click on  to create the spreadsheet.  

Once the spreadsheet is created, enter the total amount you wish to prorate in cell B1. The program will automatically prorate, or distribute, this amount across all of the accounts included in the spreadsheet by calculating the percentage and the corresponding prorated amount for each account. You can edit the spreadsheet directly within the program or use the Download option

to open it in Excel. The spreadsheet includes the account codes (based on the account filter selected), account descriptions, the expenditure amounts (based on the selected time period), the percentage to prorate, and the prorated amounts calculated from the total amount entered in cell B1.   Accounts will be sorted by Full Account Code. Once complete, the spreadsheet can be used as supporting documentation when preparing your workers' compensation requisition or purchase order for example.

CREATE PO CSV

The Create PO CSV option allows you to generate and download a CSV file formatted with the required columns for use with the Purchase Order Import option. When generating the PO CSV, a window will pop up with the following options:

• File Name: The name used for the CSV file that will be created. Defaults to Purchase Order but may be edited.

• Account Mapping: Used to map accounts from the Proration Utility grid to different account codes if needed. The Account Code Mappings must be pre-configured in the Account Code Mapping grid to appear in the drop-down list. (For example, this can be used to map salary account codes to the corresponding benefit account codes.) If accounts are not mapped, the PO will use the accounts generated in the Proration Utility grid.

• Purchase Order #: A purchase order number can be manually assigned. If this field is left blank, a purchase order will be automatically assigned when the file is imported.

• Vendor: Select a vendor to be used on the PO. If a vendor is not assigned to the imported record, the Purchase Order will be marked as a Multi-vendor PO.

• Purchase Order Date: Used to specify the date to be used on the Purchase Order.  This field defaults to the current date.

This information is used to generate the PO CSV. You can also open the downloaded spreadsheet and manually edit any details before importing the file if necessary.