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SpendMap User Guide (v15)

 
SpendMap allows you to "split-charge" individual line items to multiple G/L Accounts and Cost Centers, to avoid having to include an item multiple times on Purchase Orders and other transactions.

Overview and Purpose

Many organizations track and report on spending based on account codes such as G/L Account and Cost Center. You can code Purchase Orders and other transactions with the applicable account codes and then you can track purchase history and otherwise sort, filter and search for information in SpendMap by G/L Account and Cost Center.

NOTE: If a line item on a Purchase Order or other document needs to be charged to a single G/L Account or a single Cost Center, you can simply fill in these account code fields on the applicable data entry screens.

If the line item needs to be charged to more than one G/L Account or Cost Center, then you can "split-charge" the line items to many sets of account codes using the [SPLIT CHARGE] button on various screens throughout the system (e.g. Requisitions, POs, Receipts, Invoice Approval, etc.).

Usage Example: A database server might be charged to a single G/L Account for "computer hardware" but three Cost Centers if, for example, Marketing, Accounting and Human Resources share the server.

This allows you to include the item one time only on the PO while properly allocating the costs to the various account codes for internal reporting and tracking. An alternative would be to include the item many times on the PO, with each line item being charged to a single set of account codes. However, repeating the item on the PO would be more work and might cause confusion for your suppliers as well internal staff that will work on the PO (e.g. Receivers, Accounts Payable, etc.).

When you charge line items to multiple G/L Accounts or Cost Centers, the split-charge information will carry forward to subsequent transactions (e.g. from Requisition > PO > Receipt > Invoice) but can be modified at each step, if required.

The split-charge information (including the percentage charged to each set of account codes) will be taken into account in various areas of the system that consider account coding, such as when updating the Cost Center History and Budgets, on the PO Account Commitments Report, when routing Requisitions for approval (if routing is based on account coding), and many other areas of the system.

hmtoggle_arrow0        Split-Charging Templates

hmtoggle_arrow0        Split-Charge Summary Sheet

hmtoggle_arrow0        Split-Charging and Inventory Control

hmtoggle_arrow0        Single-Line and Multi-Line Split-Charging

 

Split-Charge Screens

Line Items can be split to any combination of G/L Accounts and Cost Centers and can be dispersed as a ratio (percentage), a dollar amount, or a quantity.

As you allocate the amounts, the Total, Charged, and Balance Fields at the top of the screen will change accordingly...
 

Cost allocation total

Click the [ADD] button to enter a new charge, then enter either 1) the ratio/percentage, or 2) the dollar amount, or 3) the quantity to be charged, followed by the account codes for that portion of the charge.

One allocation

It is good practice to enter 100% as your final entry to ensure that no trailing amounts remain.

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