Fund Allocations in ark: Create, Configure, and Submit

This guide walks you through the process of creating, configuring, and submitting allocation workbooks in Ark. Allocation workbooks allow users to generate transactions and post them directly to Capital Accounts with one click.

Jump to a Section

• What You’ll Learn

• Who Can Use This Feature

• Step-by-Step: Creating an Allocation Workbook

• Step-by-Step: Mapping Allocation Rules

• Step-by-Step: Running and Customizing Allocations

• Step-by-Step: Using an Integrated General Ledger

• Step-by-Step: Submitting Transactions to Capital Accounts

• FAQ

• Next Steps

What You’ll Learn

By the end of this guide, you’ll be able to:

• Create and configure an allocation workbook

• Use historical data or input totals to generate transactions

• Post allocations directly to the Capital Account Statement

• Export allocation workbooks to Excel

Who Can Use This Feature

Admin users with access to fund-level permissions can manage allocation workbooks:

• Ark Client Admins: Full access to create, configure, and post allocations

• Basic Admins: Access to create, configure, and post allocations based on Fund Management Team permissions

If the Allocations tab is locked, please contact support@arkpes.com.

Step-by-Step: Creating an Allocation Workbook

1. Navigate to the Funds section

2. Select the relevant fund

3. Click on Allocation Files

4. Click + Add New to create a new workbook

Step-by-Step: Mapping Allocation Rules

1. During setup or while editing the workbook, map transaction columns to allocation rules.

2. These rules determine how LP-level transactions are calculated from fund-level totals.

3. Allocation rules can be carried forward to the next quarter or annual allocation file, depending on your configuration.

4. Ensure the mapping aligns with your reporting needs before proceeding with allocations.

Step-by-Step: Running and Customizing Allocations

1. Choose your input source:

   • Use historical data already posted to the portal

   • Input fund-level totals and calculate LP transactions using preset formulas

   • Import data from an integrated general ledger (see next section)

2. To import from arkGL or an external general ledger, click the Import icon. For external GLs, first link the ledger in the General Ledger tab.

3. Only one user can edit the workbook at a time; others will have read-only access

4. Customize the allocation by adjusting formulas, totals, or mappings as needed

5. To export the workbook to Excel (with formulas included), click the Excel icon in the toolbar

Step-by-Step: Using an Integrated General Ledger

1. Navigate to the General Ledger tab to link an external general ledger.

2. Update the Chart of Accounts in arkGL or the external GL to map your general ledger transaction types to Ark transaction types.

3. Once the general ledger is linked and mapped, return to the Allocation Workbook.

4. Click the Import icon to pull in data from arkGL or the linked external GL.

5. Review the imported data for accuracy.

Step-by-Step: Submitting Transactions to Capital Accounts

Once allocations are finalized:

1. Submit them individually or in bulk to the Transactions pages

2. Once reviewed, post the quarter on the Capital Accounts page
3. This ensures the transactions are stored on the portal and visible to authorized users

4. When ready to process the next quarter:

   • Click Roll Forward to generate new columns for the next reporting period

FAQ

Q: Can multiple users edit an allocation file simultaneously?
A: No. Only one user can edit at a time; others can view in read-only mode.

Q: Can I export the allocation workbook?
A: Yes, use the Excel icon in the toolbar to export with all formulas included.

Next Steps

• View full walkthrough of Configuring Allocations in ark

• Contact support@arkpes.com for any setup assistance or questions