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Asset Allocation Percentage - Product Advisory

Introduction

LeaseAccelerator now has the ability to import split asset allocation percentage with the June 20R2.1 Release. This is done using any of the following imports, the Details tab of the PIW for both Portfolio Import and Asset Detail Import and the Asset Management Update Import in Asset Management. 

PIW - Details tab fields required for import 

  1. New Field – Allocation Percent:  Number representing the percentage of a desired split for an allocation of an asset. 

  2. Existing Field – External ID:  Unique identifier, defined by the user, used to identify parent/child relationships (if any) for a group of assets. Now, also used to identify assets with split asset allocation. For the purpose of this Product Advisory we will only address using External ID with Allocation Percent.

Guidelines for all imports when using Allocation Percent

  • Participant must be an Allocation level attribute.

    • User-defined allocation level participants can be imported with allocation percentages if the participant was created with the ability to import

  • Allocation Percent is not a required field if not splitting allocation, existing behavior will persist if user does not use External ID and does not indicate a percent.

  • To split allocation, use multiple rows for each asset.

    • A fifty-fifty split of one asset requires two rows.

    • A split of one asset four ways requires four rows.

  • The External ID must be the same for the asset with split asset allocation for each

    allocation percentage value. 

    • Simple Example: 1 asset with 50/50 split for ‘Project’ with EXID1 for each percentage line. All other fields in both rows are the same.

External Id

Allocation Percent

Project

EXID1

50

NC1

EXID1

50

NC2

  • If using External ID in a row, for any reason, then all rows must contain a value in this field, it cannot be left blank.

  • A percentage must be provided for each External ID when splitting allocation.

  • If Allocation Percent is supplied without populating the External ID, then asset(s) will not be split.

  • Percent of allocation split for the asset on the same row must be expressed as a number, not a percentage. 

  • Total allocation for one asset must equal 100.

  • Accepted values for Allocation Percent must be >0 and ≤100.

  • Allocation splitting only applies to allocation level attributes, e.g., Cost Center, GL Code or Project.

  • Rows with the same External ID must have all other fields the same except Cost Center, GL Code, Project, and Allocation Percent. (Note:  The examples shown below do not show all rows.)

  • Parent-Child asset relationships can be used on the PIW and Asset Import in conjunction with Allocation Percent.

    • Parent Asset has sequential whole number and child asset has sequential decimal that relates to parent asset.

      ▪     Example: 1 for parent and 1.1, 1.2, 1.3 for each child ▪     Example: EXID1 for parent and EXID1.1 for child.

    

Examples for PIW or Asset Import:

1 Asset split 4 ways with different Cost Center, Project & GL Code

2 Assets split 2 ways for each asset with different Cost Center, Project & GL Code

2 Schedules: One schedule with 1 asset split 2 ways with different Cost Center. One schedule with 1 asset split 4 ways with different Cost Center, Project, and GL Code

Parent-Child and Allocation Percent:  One schedule with 2 parent assets, External Id 1 & 2. The parent asset is not split, but since the children will be split the External Id is required. Parent/External Id 1 has a child asset, 1.1 and Parent/External Id 2 has a child asset, 2.1. Child asset 1.1 is split 2 ways with different Cost Center. Child asset 2.1 is split 2 ways with different Cost Center. 

Validation Errors and Warnings Samples

Bulk Asset Management Update

COMING IN A FUTURE RELEASE: The ability to update asset allocation percentage using the Asset Management Update Import Template.

Clarification of Current System Behavior 

•     Asset Bundle Export and BUAsset Report will show multiple rows for each asset if there is a split allocation percentage applied. Users will see one row for each percent allocation entered for the asset. If the percent split is 80/20 there will be two rows. If the percent split is 25/25/25/25 there will be four rows. The Asset Cost and Asset Rent show the full amount of the individual asset, and the Allocated Cost and Allocated Rent show the split amount of the individual asset by design.

$1,000 asset cost with a split of 80% to Cost Center ‘TBD’ and 20% to Cost Center 'Test'

Known Issue to be corrected in a future release

•     When using a parent/child relationship for assets, whether that is through Enter Schedule or PIW, the Allocation Section of Asset Management in the UI does not display at the bottom of the screen. Since the section does not show, users are unable to make changes to allocation attributes for the parent when a parent/child asset relationship exists. It is advised that if you need to have separate allocation level attributes for all assets on the lease to not use a parent/child relationship for assets until this is corrected. This will be addressed in a future release. (SW-393)

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