How can we think differently about imputations?

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When you were small, your approach to business was simple:

bartering: “I’ll give you my pom’pote if you give me your Pokémon Vpowermax card (or your Panini Platini sticker for the less young)”
the vendor: “hello madam, that will be 9 euros per kilo of (plastic) mandarins”

Then you grew up, founded your own communications agency, consulting firm or ESN, and you find yourself selling intelligence and time spent. In short, immaterial to be valued, quantified and monitored. We are far from mandarins… In all service companies, time spent is money. And planning is a major challenge. This time spent is measured by the employees’ allocations. The latter are generally not fan-fans and regularly forget to do it on time. Not because they have ‘time’ to hide, but because it’s clearly not their priority. No matter how much you beg, grumble, threaten, reward, nothing can be done, they stick with it for 2 weeks and soon realise they are still missing. But how can we think differently about the allocation of staff, so that everyone can see eye-to-eye?

Redefining Accounting Allocation: Why and How?

Accounting allocation is much more than just a line in your company’s books; it is a precise reflection of your financial operations. Redefining accounting allocation allows you to optimize the management of your finances by clarifying each transaction. This involves understanding its nature and recording each operation with accuracy and consistency.

Why? Accuracy in allocation ensures impeccable bookkeeping, thereby facilitating audits and compliance with accounting standards. It also provides a clear view of the financial situation, which is essential for informed strategic decisions.
How? By adopting an accounting plan suited to your activity and ensuring that each accounting entry is allocated to the correct account. Using specialized software can greatly facilitate this process.

What is the true essence of accounting allocation?

At the heart of accounting allocation is the need to classify each financial transaction. This classification must be done according to a precise nomenclature, often dictated by the general chart of accounts. Each allocation is a story told in numbers, revealing the nature of each expense or income, whether it is a capital expenditure or a simple supply.

Who should perform an accounting allocation and why?

Every finance professional – whether an in-house accountant, public sector accountant, or working for a firm – must master the art of accounting allocation. Why? Because it is the foundation of reliable accounting. Each allocation justifies the use of funds and helps prevent errors that could affect the balance sheet and income statement.

How to perform an accounting allocation

To perform an accounting allocation effectively, follow these structured steps:

Identify the nature of the transaction: purchase, sale, tax payment, etc.
Select the correct account according to the general chart of accounts.
Ensure that all transaction details are correct: amount, date, parties involved, etc.
Record the transaction in the corresponding accounting journal.
Regularly review allocations to prevent errors.

Example of an accounting allocation exercise

Imagine yourself in front of your screen, with accounting software open and ready to enter a transaction. Here’s how you might proceed:

You have a purchase invoice for office supplies in front of you. The first step is to analyze this transaction: it is a purchase, so an increase in your expenses.
Next, select the appropriate account in your software. For this purchase, it will likely be the external expenses account, such as account 606 "Non-stock purchases of materials and supplies".
Now, determine the direction of the transaction. Here, it is an increase in your expenses, so you will debit the account with the invoice amount.
Finally, you record this transaction in your purchase journal, crediting the associated cash or supplier account, depending on whether the payment has been made or not.

This example shows how current software simplifies procedures that previously required manual use of “stamp papers”. Each step is smooth, logical, and enhances the efficiency and accuracy of your accounting work.

Essential Steps for Accurate Accounting Allocation

An accurate accounting allocation is the backbone of reliable accounting. To ensure that each entry faithfully reflects your company’s financial reality, follow these crucial steps:

Transaction Identification: Clearly determine the operation – is it a purchase, a sale, a salary payment, or other? This step is fundamental for the rest of the process.
Select the appropriate account: Each transaction corresponds to a specific account in your chart of accounts. Whether it is an expense, revenue, asset, or liability account, the choice must be made carefully.
Define the amount: Ensure the exact amount of the transaction to avoid any inaccuracies in the books.
Determine the direction of the transaction: Debit for an increase in assets or expenses, credit for an increase in liabilities or revenue. This duality is the heart of double-entry accounting.
Entry in the accounting software: Accurately record the transaction, ensuring correct matching between debits and credits.
Review and validation: Before finalizing the allocation, perform a thorough check. A double-check can often save you from costly errors.

By following these steps, you enhance the accuracy and integrity of your accounting, thereby ensuring a true picture of your company’s financial health.

Centralize and Automate Your Accounting for Increased Efficiency

Centralise and automate with Furious

The Furious promise – from operational staff to senior management – is to save time by automating recurring tasks so that experts can focus on their expertise. But allocating is not an expertise. It is sh***.

So why not automate the allocations? And no sooner said than done! In Furious, the planning is centralised and the AI automates:all that is required is to validate!

It is even possible to pre-staff resources in the pre-sales phase, when a quote is created. If it is validated, it becomes a project and the schedule is already prepared. Every morning, Paulo from creation receives a little email or slack informing him of the project(s) he is staffed on for the day… And in the evening, he receives another one asking him to validate his times in one click, or to correct them if necessary.

Benefits of Centralizing Accounting Data

Adopting a centralized approach to managing your accounting data offers multiple benefits, including:

Accessibility and Consistency: A single source for all accounting data allows for greater consistency and reliability while making this information easily accessible to various stakeholders in the company.
Streamlined Analysis and Reporting: Financial reports gain clarity and relevance through a consolidated view that simplifies performance analysis.
Reduction of Errors: Single data entry reduces the risk of duplications or inconsistencies, significantly decreasing errors.
Time Savings: Less time spent on data entry and verification means more time for value-added tasks.

Automated Accounting Allocation: Toward a New Era of Accounting

Automating accounting allocation paves the way for a new era in the accounting profession:

Speed of Execution: Advanced accounting software enables data processing in the blink of an eye.
Increased Accuracy: Human error risks diminish when automated systems take over repetitive tasks.
Constant Compliance: Automation ensures systematic application of accounting standards and rules, which is crucial for adhering to current regulations.
Strategic Management: With daily operations handled automatically, accounting teams can focus on advisory and strategic management.

From Theory to Practice: Allocating Different Classes of the PCG

Applying the General Chart of Accounts (PCG) in accounting allocation practice requires a deep understanding of the different classes:

Class 1: Capital accounts, where the company's permanent resources are allocated.
Class 2: Fixed asset accounts, for durable goods.
Class 3: Inventory and work-in-progress accounts, reflecting goods and services in process or completed.
Class 4: Third-party accounts, for transactions with external parties.
Class 5: Financial accounts, which track cash movements and investments.
Class 6: Expense accounts, where all costs related to the activity are allocated.
Class 7: Revenue accounts, for recording the revenue generated by the company.

Mastering these allocations is fundamental for precise and reliable accounting, and with tools like Furious, this process is no longer a chore but an integrated and smooth part of daily operations.

Planning for Better Management: The Importance of Financial Forecasting

Power lies in anticipation

Through this system that anticipates the planning, it is possible to extract data on the availability of teams or skills over several weeks or months… And the biggest benefit is in the anticipation of the project’s profitability… because we don’t teach you anything: a well-planned project is a project that has a much better chance of being profitable! Furious goes even further with predictive alerts! If the time spent on a project starts to overflow, the managers and eventually the project supervisors receive an alert. In the same way, Manu -aka the PC who loves to eat all the time– will not be able to add time without consistency, an alert will inform him that it is not possible/unprofitable! Well, as one of our clients quite rightly told us: with Furious, it is impossible to lose money, without Furious having warned you first!

How Financial Forecasting Shapes Accounting Allocation?

Financial forecasting is a crucial component in the accounting allocation process. Here’s how it shapes it:

Cash Flow Forecasting: By anticipating revenues and expenses, accountants can allocate financial resources more effectively.
Budget Planning: Financial projections help determine future budgets and allocate costs accordingly.
Investment Decisions: By forecasting returns on investments, accountants can correctly classify and allocate fixed assets.
Risk Management: Anticipating financial risks allows for appropriate allocation of provisions for risks and expenses.

Mastering Accounting Allocation Documents and Templates

Accounting relies on clear and precise documentation. Here’s how to decode the essential elements:

Accounting Allocation: Decoding Key Documents and Templates

Invoices: Documents that record purchase or sale transactions and must be correctly allocated to the relevant accounts.
Purchase Orders: These documents, which precede invoices, help anticipate future allocations.
Bank Statements: Important for allocating cash movements and reconciling accounts.
Balance Sheets and Income Statements: Provide an overview of the year's allocations to check for consistency and accuracy.

Synonyms and Variants of Accounting Allocation: Exploring Terminological Nuances

Each term has its importance and specificity in the accounting process. Mastering their meaning and application is essential for correct and effective accounting allocation.

Accounting allocation is much more than a simple numerical entry; it is a fundamental act that ensures precision and compliance in the entire financial management of a company. In the digital age, tools like Furious offer unprecedented optimization by centralizing and automating these operations, freeing up time for more strategic analysis and enhanced financial forecasting.

By mastering the art of accounting allocation, you are not just following rules – you are creating a solid foundation for a successful business with full control over its financial data. Embrace these innovative processes to transform your accounting obligations into strategic assets.

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