This blog post is the second part of a blog post series with the intent to serve as a guide towards success with allocations in the SAP Analytics Cloud. It is complementary to the Webinar “Getting the Most out of Allocations with the SAP Analytics Cloud”.
To view the introduction with an overview of SAP Analytics Cloud allocations and other blog posts in the series, please click here.
Scenario: Your IT Department has been collecting costs for the entire organization since the beginning of the year. Now that quarter 1 is coming to a close, you want to allocate the IT costs to the other departments, based on headcount. When you allocate the costs, the cost center owners want to be able to see which costs they incurred as a result of the allocation by using the “Allocs” audit trail
We can create an allocation process to carry out this allocation. An allocation process consists of two steps: Allocation Step and Allocation Rule.
Create the Allocation Step:
Create an allocation step to and from the Entity dimension, but add Audit as the overwrite dimension and as a target dimension. When we use the Overwrite dimension, it means that the rule will only occur for the member specified in the allocation rule. For instance, if we specify the “input” audit member in our allocation rule, then the allocation will only allocate out records which include the input audit trail.
We are still filtering on our expense accounts in this example.
Once we create the allocation step, we can add the members to the allocation rule. For this rule, we have specified the Cost Collector (our IT department) as the source entity (sender), Input by user as the Overwrite dimension, headcount as the driver, the parent node All Portfolios as the target entities (receiver), and the Allocations Audit.
This means the allocation will only run on records with an “input by User” audit trail, and the results will be posted to the “Allocations” audit trail.
On our source data, we will focus on the EXP1 line for January – we want to allocate out $62,500.
When the system runs the allocation, it will calculate the amounts each Entity receives based on the data stored against headcount data. When we use the overwrite dimension, the system will read the driver values based on the target driver data. In our example, if we focus on January, P1_L for the Allocs audit trail will receive 30% of the costs incurred on the Cost Collector (30/100=30%).
We run the allocation using the “Execute Allocation Process” button in the story menu:
Once we run the allocation, we can check the results. If we focus on P1_L for January, we can see that 30% of $62,500 was allocated correctly. Please see calculation below.
Source amount for Cost Collector/Input/Jan: $62,500
Driver: P1 Large/Allocs/HC: 30/100= 0.3
$62,500 *0.3 = $18,750 for P1 Large for Jan