Assign an expense to Hotel and F&B, spread its cost across covered months, or explain why it should be excluded from overhead.

Before you start

You need accounting management access, the original expense record and an open accounting month. Confirm the property and currency. Viewing payroll as an original source also requires payroll viewing access.

Steps

  1. Open Accounting → Overhead & allocations, select Property, Month and Currency, then open Expenses.
  2. Find the expense and choose Edit allocation. Review Original invoice total, its recorded month and Included in overhead before changing the allocation.
  3. Enter F&B allocation (%) and Hotel allocation (%). Changing one updates the other; together they must equal 100%.
  4. Under Cost treatment, choose Use expense account classification, Include in operating overhead, Exclude from overhead or Already included through another source, according to the expense's purpose.
  5. For a cost covering several months, set Covered from month and Covered through month. Review the full coverage period, including any months already closed.
  6. If the cost is Already included through another source, choose its Included source type and original Included source. Use Search original records and Search records to locate the matching payroll run, asset transaction or expense for the same property and currency.
  7. Choose Save allocation. Recheck the monthly totals and Allocation history.

Expected result

The expense contributes to the selected cost pool and coverage period according to the saved allocation. Marking a cost as already included links it to its original record so that it is not counted twice. Closed months retain their saved allocations.

If you cannot save

Check that both shares are within 0–100%, the covered end month is not before the start, and an original source has been selected for a duplicate cost. If the record changed or the month closed while you were editing, choose Reload latest figures. Review the new values before trying again. Correct closed figures through the accounting period reopening process.