Add or Copy Allocation Pools

Allocation pools group accounts to calculate amounts for indirect cost allocations or to monitor investment account balances. For an overview of how pools fit into allocation setup, read Add or Edit Allocations.

Note: You need permission to add, edit, or delete allocation pools. Contact your system administrator if these options aren't available.

For example, when funds or endowments share an investment account, you still need to track each fund's share in the general ledger. A pool can calculate each fund's share of earnings or losses from its asset balance relative to the investment account's total balance, reducing manual calculations.

  1. From Settings, select Allocations. Under Pools, select Add.

    To copy an existing pool, select Copy from its menu, then update the copied details.

  2. Enter a unique pool ID and a description that identifies the pool.

  3. To use the pool with indirect cost allocations, assign one or more projects to it.

  4. Choose how filters apply to line items:

    • Use once applies the same fields and defaults to each line item.

    • Use separately lets you set fields and defaults for each line item.

  5. Select a basis to define how the pool is structured, then complete the fields for that basis.

    Note: Changing the basis removes existing line items. Add new line items after you select a different basis.

  6. If the basis is Account or Project, use Load accounts or Load projects to add multiple line items, then select what to load:

    • All accounts or All projects loads every account or project in the ledger.

    • Selected lets you search for and select specific accounts or projects.

    • Range loads accounts or projects within the ranges you enter.

    • Query loads accounts or projects that match a saved query.

    Loaded accounts or projects are added to existing line items.

  7. Set defaults and filters for each line item.

    Tip: To select account ranges without entering complete account numbers, use account masking for pool defaults.

  8. Select Save.

Edit or Delete Allocation Pools

From Settings, select Allocations. Under Pools, select Edit or Delete from a pool's menu. To edit a pool, you can also select its ID.

Tip: Delete a pool only when no allocation uses it.