How to Set Up Expense Distribution and Generate Automatic Vouchers in FalconPro

How to Set Up Expense Distribution and Generate Automatic Vouchers in FalconPro 

Introduction

Expense management is crucial for real estate businesses, and FalconPro Real Estate Software provides an efficient way to automate expense distribution through the Accounts Report Generator and Adjustment Vouchers. This guide explains how to:

  • ✅ Set up expense distribution for automated reporting.
  • ✅ Generate monthly adjustment vouchers for financial tracking.
  • ✅ Ensure proper allocation of expenses across different accounts and cost centers.

1. Understanding Expense Distribution in FalconPro

FalconPro allows users to distribute expenses automatically across different accounts and cost centers by:

  • Setting up expense distribution reports in the Accounts Report Generator.
  • Generating adjustment vouchers for monthly or periodic expense allocation.
  • Applying percentage-based distributions to different cost centers.

This ensures that expenses are recorded accurately and consistently in financial reports.

2. Setting Up Expense Distribution Reports

To automate expense distribution, users must first configure the Accounts Report Generator.

Steps to Set Up an Expense Distribution Report:

  1. Go to Administration → Accounts Report Generator.
  2. Create a New Report:
    • Click Add New Report.
    • Enter a Report Name (e.g., Office Expenses Distribution).
    • Mark “For Adjustment” (this ensures it appears in adjustment vouchers).
    • Mark “Show in Reports” (this makes the report available for review).
  3. Define Account Categories:
    • Add expense accounts that will be part of the distribution.
    • Choose whether to include master accounts (parent accounts) or specific child accounts.
    • Ensure that all child accounts under a main expense category are included if required.
  4. Assign Distribution Method:
    • Set the debit and credit rules for expense allocation.
    • Example: If an expense is normally recorded as debit, FalconPro will allocate it as credit in the distribution.

✅ At this stage, the system knows which accounts are part of expense distribution.

3. Configuring Expense Percentages and Cost Centers

Once expense accounts are set, the next step is to define how expenses will be distributed using percentages.

Steps to Assign Percentages:

  1. Add Distribution Percentage for Each Account:
    • Example: 9% of total office expenses is allocated to a specific department.
  2. Assign Cost Centers:
    • Cost centers can be configured based on:
      • ✅ Departments (e.g., Sales, Admin, Finance, etc.).
      • ✅ Buildings or Properties (e.g., Building A, B, C, etc.).
  3. Ensure the Total Percentage Equals 100%:
    • The total expense allocation must sum to 100% to ensure correct reporting.

✅ FalconPro will now split expenses automatically based on the assigned percentages and cost centers.

4. Viewing the Expense Distribution Report

After setting up distribution rules, users can generate reports to verify the expense allocation.

Steps to View Expense Distribution Reports:

  1. Go to Reports → Accounts Report Print.
  2. Select the Expense Distribution Report.
  3. Choose the Reporting Period (e.g., monthly, quarterly, yearly).
  4. Click Retrieve to Generate the Report.
  5. Verify That Expense Allocations Are Correct.
    • Example: If the total office expense is 54,914.2 AED, the report will split this amount based on the assigned percentages (e.g., 9% to cost center A, 5% to cost center B, etc.).

✅ At this point, expense distribution is correctly set up, and the system is ready to generate automatic vouchers.

5. Creating Automatic Adjustment Vouchers for Expense Distribution

To automate the monthly allocation of expenses, users must configure adjustment vouchers.

Steps to Set Up Adjustment Vouchers:

  1. Go to Administration → Adjustment Voucher Setup.
  2. Click “Add New” to Create an Adjustment Voucher Plan.
  3. Select the Expense Distribution Report.
    • Since the report was marked “For Adjustment”, it will appear in this section.
  4. Define the Plan:
    • Name the adjustment voucher plan (e.g., Monthly Expense Distribution).
    • Set the Standard Plan to 12 months for monthly expense allocation.
  5. Select the Period and Due Date:
    • Choose whether vouchers should be generated at the start or end of the period.
  6. Save the Plan.

✅ FalconPro will now generate a structured expense allocation for every selected period.

6. Generating and Reviewing Adjustment Vouchers

Once the adjustment voucher setup is complete, users can generate vouchers for expense allocation.

Steps to Generate an Adjustment Voucher:

  1. Go to Accounts → Adjustment Vouchers.
  2. Select the Period (e.g., January, February, etc.).
  3. Review the Pre-Generated Expense Distribution.
  4. Ensure That Expenses Are Distributed as Expected:
    • Expense accounts should be credited.
    • Cost center allocations should appear in the debit section.
  5. Click Save to Finalize the Voucher.

✅ The voucher is now created, and expenses are officially recorded for the period.

7. Automating Future Expense Distributions

FalconPro allows businesses to automate expense allocation every 1 month, 3 months, 6 months, or yearly.

To Set Up Automated Expense Vouchers:

  1. Go to Administration → Adjustment Voucher Setup.
  2. Select the Adjustment Plan Created Earlier.
  3. Choose the Automation Interval (e.g., Monthly, Quarterly).
  4. Save the Setup.

✅ The system will now generate and queue adjustment vouchers based on the selected time interval.

8. Benefits of Automatic Expense Distribution in FalconPro

Automating expense distribution in FalconPro Real Estate Software ensures:

  • ✅ Accurate financial tracking for expense allocations.
  • ✅ Reduced manual effort in creating adjustment vouchers.
  • ✅ Proper allocation across cost centers and departments.
  • ✅ Seamless integration with financial reports.
  • ✅ Fewer errors in expense distribution.

Conclusion

FalconPro Real Estate Software provides a structured way to automate expense distribution using the Accounts Report Generator and Adjustment Vouchers. By following these steps, businesses can ensure that expenses are allocated correctly, financial records remain accurate, and automation reduces manual workload.

FAQs

  1. What is an Adjustment Voucher in FalconPro?
    An adjustment voucher is an automated financial entry that distributes expenses periodically based on predefined rules.
  2. How do I ensure the correct percentage distribution?
    In the Accounts Report Generator, set up percentage allocations, ensuring the total equals 100%.
  3. Can I adjust expense allocation later?
    Yes, users can modify the expense report setup or create a new adjustment voucher plan if distribution needs change.
  4. What happens if I don’t generate an adjustment voucher?
    If vouchers are not generated, expenses will not be allocated automatically, and manual entries will be required.
  5. Can FalconPro generate reports for all past and future expense distributions?
    Yes, reports can be generated in the Accounts Report Print section to track expense allocations.

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