How to allocate one reimbursement form to multiple projects? How to configure allocation rules

Kailing Technology · 2026-09-02

Three allocation methods:Automatic allocation by proportion, by amount, or by preset rules。Whichever method is used, after allocation Each line must independently generate a voucher entry, each carrying its own project dimension, and the total of each line must equal the original amount. This last sentence is the bottom line for all allocation implementations.

Applicable scenarios of three allocation methods

Method	How to fill in	Applicable scenarios
By proportion	Fill in percentages, such as 5:3:2	Before the event, the benefit ratio of each project can be determined, such as for joint travel
By amount	Directly fill in the amount for each item	Amounts for each project can be clearly distinguished, such as separate procurement
By preset rules	Select an allocation plan; the system calculates automatically	Periodic shared expenses, such as office costs allocated per capita

The first two are manually specified when submitting the document, while the third is automatically calculated by the system based on preset allocation bases (headcount, area, output value, etc.). Most companies start with the first two and consider the third once allocation scenarios stabilize.

Two checks that must be done

First, total validation. For proportional allocation, the proportions of all lines must total 100%; for allocation by amount, the amounts of all lines must equal the original amount. This validation must be done when the document is submitted, not only when vouchers are generated and an imbalance is discovered.

Second, handling of rounding differences. Proportional allocation often does not divide evenly: 1,000 yuan split 3:3:4 gives 300 for each of the first two lines and 400 for the third, which works; but split 1:1:1, three lines of 333.33 total only 999.99, a difference of 1 cent.

Handling method: assign the rounding difference to a line item. 1,000.00 allocated 1:1:1. Line 1 333.33. Line 2 333.33. Line 3 333.34 ← rounding difference 0.01 assigned to the last line. Total 1,000.00 ✓

There must be clear rules for which line to assign to (usually the last line or the line with the largest amount), and it must be consistent across the entire system.Do not let users adjust it themselves every time, otherwise documents with unbalanced totals will definitely appear.

What the voucher looks like after allocation

A 3,000 yuan travel expense is allocated 5:3:2 to three projects, with special invoice tax amount of 180 yuan. Allocation occurs on the expense line; the tax line is usually not split:

Debit: Administrative Expenses—Travel Expenses 1,410.00 [Project:A] Debit: Administrative Expenses—Travel Expenses 846.00 [Project:B] Debit: Administrative Expenses—Travel Expenses 564.00 [Project:C] Debit: Taxes Payable—Input VAT 180.00 Credit: Other Payables—Zhang San 3,000.00

Note that the amounts of the three expense lines are Amount excluding tax The result of proportional allocation (2,820 × 50%/30%/20%), not the tax-inclusive amount. This point is easy to get wrong.

Allocation dimensions are not limited to projects

Besides projects, common ones also include departments, cost centers and legal entities.Allocating across different legal entities is the most complex type, because it involves cross-ledger or even related-party transactions, and is not just a matter of a few more journal lines.

If it is only allocated to departments or projects, it is a dimension allocation within the same ledger and is relatively simple to implement; once it crosses legal entities, it needs to be designed separately.

Why is OA so laborious for this

OA forms can fill in allocation details and also perform total verification. But After allocation, multiple voucher entry lines are generated, each carrying a different dimension This step exceeds the responsibility of the form engine—it can usually only export data and hand it to finance for manual processing.

And allocation is precisely a high-frequency operation. If finance has to manually prepare vouchers for every order with allocation, the finer the allocation, the more painful it is for finance, and the final result is often abandoning allocation and recording everything under one project.

How is this scenario handled in Kailing Technology's expense control system?

Supports three allocation methods: by proportion, by amount, and by preset scheme. Proportions and amount totals are validated upon document submission, and rounding differences are automatically allocated to lines according to unified rules. Allocation lines independently generate voucher entries and carry their respective project and department dimensions. Tax-exclusive amounts are allocated by proportion, and tax amount lines are handled separately. Supports cross-legal-entity allocation and generates multi-ledger vouchers.

Learn about the Kailing Technology expense control and reimbursement system →

Common Questions

What if proportional allocation does not divide evenly?

Rounding differences should be assigned to a certain line according to a unified rule (usually the last line or the line with the largest amount), consistent across the entire system, so users do not have to adjust manually each time.

Is the allocated amount tax-inclusive or tax-exclusive?

Expense lines are allocated by tax-exclusive amount; tax lines are usually not split into separate lines. Allocating by tax-inclusive amount will cause incorrect expense amounts.

Can it be allocated across different legal entities?

Yes, but it involves cross-ledger and possibly related-party transactions, which is much more complex than project allocation within the same ledger and requires separate design.

Why is OA so laborious for allocations?

Forms can be filled in and validated, but generating multi-line voucher entries with different dimensions after allocation exceeds the responsibility of the form engine, and usually can only be exported for finance to handle manually.