To enter a new Account Transfer record or to edit an existing one, first open the 'Settings' list by clicking the [Settings] button in the Master Control panel or using the Ctrl-S/⌘-S keyboard shortcut. Double-click 'Account Transfer' in the list. The 'Account Transfers: Browse' window is displayed, showing all Account Transfer records previously entered. Double-click a record in the list to edit it, or add a new record by clicking the [New] button in the Button Bar. When the record is complete, save it by clicking the [Save] button in the Button Bar or by clicking the close box and choosing to save changes. To close it without saving changes, click the close box.

Code

Enter a unique Code by which the Account Transfer record will be identified.

Create

Use these options to determine whether the 'Account Balance Transfer' Maintenance function will create a Simulation or a Transaction.

If the function is to create a Simulation, you will be able to check it for accuracy before converting it into a Transaction using the 'Transactions' Operations menu function on the 'Simulations: Browse' window.

No. Series

You can specify that the Transaction or Simulation created by the 'Account Balance Transfer' Maintenance function will be numbered using a particular number sequence in the Number Series - Transactions or Number Series - Simulations settings. To do this, enter the first number of the number sequence here. If you leave this field empty, the Number Series will be chosen in the usual manner, taking the Number Series Defaults setting and the 'Serial Nos' card of the user's Person record into account. If you enter a number that does not fall into a recognised or currently valid number sequence, the Maintenance function will not create a Simulation or a Transaction. This will occur most commonly when Number Series are tied to a period such as a calendar year and that period ends.

!	Be sure to specify a valid Number Series, otherwise no Simulations or Transactions will be created.

Comment

Enter a name for the Account Transfer record, to be shown in the 'Account Transfers: Browse' window and the 'Paste Special' list. The Comment is also transferred to the Text field of any Simulation or Transaction created by the 'Account Balance Transfer' Maintenance function.

Use the grid to define the set of rules used when moving Account balances. Use as many rows as necessary if you need to transfer balances from different ranges of Accounts. If you need to transfer several balances, although it is usually recommended that you do so in the same record and that you do not enter separate records in the setting for this purpose. This will reduce the number of times you need to run the 'Account Balance Transfer' Maintenance function.

From A/C Range

Paste Special Account register, Nominal Ledger/System module

Range Reporting Alpha

Specify here the Account whose balance is to be transferred. If you want to move balances out of a number of Accounts, enter the first and last Account Numbers in the range, separated by a colon (as shown in the illustration).

To A/C

Paste Special Account register, Nominal Ledger/System module

Specify here the Account that is to receive the balances from the Account(s) specified above.

In the example illustration, the Accounts in the range from 100 to 198 will have their balances moved to Account 199. If the original balance is a positive figure, it will be credited to the original Account and debited to this Account. If the original balance is negative and the Neg. To A/C field (below) is blank, it will be debited to the original Account and credited to this Account.

Neg. To A/C

Paste Special Account register, Nominal Ledger/System module

If necessary, you can specify here a separate Account to be credited with balances from the Account(s) specified in the first column if those balances are negative.

Simulation Type

Paste Special Choices of possible entries

This field has two effects.

First, if the 'Account Balance Transfer' Maintenance function is to create a Simulation, specify here the Status that will be applied to each Simulation row (flip B). Please refer to the page describing the Simulation register for a description of the "Active", "Transferred" and "Invalid" options, and to the End of Year Procedures in Portugal page for details of the "Year End Stage 1" and "Year End Stage 2" options.

Second, irrespective of whether the 'Account Balance Transfer' Maintenance function will create a Simulation or a Transaction, this field controls how the balances that will be transferred are calculated:

Active: The balances that will be transferred will be calculated from Transactions and from Simulations whose Status is "Active", "Year End Stage 1" or "Year End Stage 2".
Year End Stage 1: The balances that will be transferred will be calculated from Transactions only (i.e. these balances will be "actual" balances).
Year End Stage 2: The balances that will be transferred will be calculated from Transactions and from Simulations whose Status is "Year End Stage 1" or "Year End Stage 2".

The "Year End" options are used in Portugal, where the Account Balance Transfer process at the end of a year usually includes a number of stages. The first stages ("Year End Stage 1") use Simulations to transfer "actual" balances to intermediary Accounts. Later stages ("Year End Stage 2") transfer the balances of these intermediary Accounts calculated from Transactions and the earlier Simulations to final Accounts. Please refer to the End of Year Procedures in Portugal page for more details.

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!

Be sure to specify a valid Number Series, otherwise no Simulations or Transactions will be created.