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Allocation Processor (PA.PRO.00) can operate in three modes:
· Regular Mode – In this mode, Allocation Processor (PA.PRO.00) runs online via the screen and the user selects all projects or a subset of projects (by subaccount, method code, or project prefix). Table PJTRAN is used to read the unallocated transactions. This mode is appropriate when a small number of projects and transactions need to be allocated, either weekly or monthly.
· Batch Selection Mode – This mode is activated by selecting Selection by Batch in Project Controller Setup (PA.SET.00). In this mode, Allocation Processor (PA.PRO.00) also runs online using the screen, but it is possible to select by individual source posting batch. Table PJTRANWK is used to read the unallocated transactions and all allocations are considered recalculations (to avoid any possibility of duplicate posting). This mode is most useful during implementation when the ultimate intent is to run in Auto-Started Mode (3) but it is desirable to run Preliminary allocations so that Method Codes and rates can be reviewed and debugged. This mode is not normally used in a production environment.
· Auto-Started Mode – This mode is activated by selecting Auto-Started Allocations in Project Controller Setup (PA.SET.00). In this mode, Allocation Processor (PA.PRO.00) runs in the background automatically whenever a process such as Financial Transaction Transfer (PA.TRN.00) or Time Review and Approval (TM.TRA.00) creates project actual transactions (as opposed to budgets or commitments) in the Project Management and Accounting tables. All batches are processed as Final but no reports are produced (they may be run after the fact, from the Allocator Reports menu, if desired). Since the process that initially creates the allocable PJTRAN records then proceeds to allocate them automatically, this screen is only used in Recalculation mode (allocation recalculation is still run online from the screen for situations in which rate or method code errors and need to be corrected). This mode is appropriate when many transactions are being allocated and transaction volume is high, or when allocations need to be expedited (e.g., for billing purposes).
This check box determines whether the batch release process for the source transaction runs Allocation Processor (PA.PRO.00). If the check box is selected, all programs that create and post batches (actual transactions only, not budgets or commitments) to the Project Management and Accounting tables also write the batches to the Allocations work/input table (PJTRANWK). The Allocation Processor (PA.PRO.00) then reads this table by source batch number when performing allocations. See the documentation for the Allocation Processor (PA.PRO.00) for more information.
This check box is enabled only if the Selection by Batch check box is selected. If selected, each release process that creates and posts an actuals batch to the Project Management and Accounting tables automatically starts the Allocation Processor (PA.PRO.00) in the background immediately following the release process. Please see the documentation for the Allocation Processor (PA.PRO.00) for more information.
1. Auto-allocator is much more time efficient process than running manual allocator
• It is also a key process to enable real-time project reporting as transactions hit the project as soon as posted (in prior practice we used to allocate in bulk manually a few times a week/day. A ~20 min exercise * the # of entities)
2. Turning on auto-allocator means only "Recalc" mode is available for selection within Allocation Processor
• Recalcs are a much more batch or project/task/date range specific exercise than allocating for all projects
3. Errors are captured in PJTRANWK table, which can be read using the add on report from the SL user group section
• If a single transaction in a batch encounters an error, all transactions are held up until it's been fixed
• Install default SL Report PA450C: KB 933082 to view unposted transactions (Location in SL: Project> Allocator> Alloc.Proc/GL Posting Audit (PA.450.00)> Report Format: Unposted Allocations
• We wrote a basic query to better read the table across multiple databases which was turned into a report / alert to notify appropriate users if results in the error table (alert runs and sends results hourly)
• When troubleshooting a batch, recalc the specific batch in Allocation Processor
• Select the Fiscal Period, System Code, and Batch Number
• If you have many transactions within the error batch, run a general Recalc against the batch, and you will be given a traditional "event log" highlighting the details of the encountered error, which you can then troubleshoot in detail
• When this table is clear, there are no errors to troubleshoot
4. (Minor consideration) All project transactions auto-allocate as soon as the batches are posted; think about existing project reports that might not be period sensitive
• Some of our internal reports were based on transactions posted, not necessarily the period or thru date range, so it forced us to revisit some older reports to add tran date or period posting to the select criteria (very few)
Activating this feature helped us push ahead with creating more real-time project reporting data and saved a lot of processing time by removing the need for manual allocation runs. It's hard to imagine looking back!