Account Transfer - The Account Transfers Setting
The Account Transfer feature in Standard ERP:
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The Account Transfer feature allows you to transfer balances from one Account to another, or to transfer the balances of a range of Accounts to a single Account. To use it, you should first create a record in the Account Transfers setting specifying the source and destination Accounts, and then you should use the 'Account Balance Transfer' Maintenance function to transfer the balances. This page describes the Account Transfers setting: please refer here for details about the 'Account Balance Transfer') Maintenance function.
The Account Transfers setting is in the Nominal Ledger. To enter a new Account Transfer record or to edit an existing one, first ensure you are in this module and then open the 'Settings' list by clicking (Windows/macOS) or tapping (iOS/Android) the [Settings] button in the Navigation Centre. You can also use the Ctrl-S (Windows) or ⌘-S (macOS) keyboard shortcuts. Double-click or tap 'Account Transfers' in the list. The 'Account Transfers: Browse' window will be opened, listing the Account Transfer records that you have already entered. Double-click or tap a record in the list to edit it, or add a new record by select 'New' from the Create menu (Windows/macOS) or + menu (iOS/Android). When the record is complete, save it by clicking the [Save] button or by tapping √. You can also click the close box or tap < and choose to save changes. To close the window without saving changes, click the close box or tap <.
- Code
- Enter the unique Code by which the Account Transfer record is to be identified from elsewhere in Standard ERP. You can use up to ten characters.
- Create
- Use these options to specify whether the 'Account Balance Transfer' Maintenance function will create Simulations or Transactions.
- If the function is to create Simulations, you will be able to check them for accuracy before creating Transactions from them by highlighting them in the 'Simulations: Browse' window. and then selecting 'Create N/L Transactions' from the Operations menu or Tools menu (iOS/Android).
- No. Series
- You can specify that the Simulations or Transactions created by the 'Account Balance Transfer' Maintenance function will be numbered using a particular number sequence in the Number Series - Simulations or Number Series - Transactions 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 'Number Series' 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. |
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- 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 will also be transferred to the Text field in Simulations or Transactions created by the 'Account Balance Transfer' Maintenance function.
- Factor
- Use this field if you need to transfer a multiple of the source Account's balance to the destination Account. For example, set the Factor to 0.5 if you need 50% of the source Account's balance to be transferred. If you leave this field empty, the Factor will be assumed to be 1 i.e. the full balance will be transferred.
- Account
- Paste Special
Account register, Nominal Ledger/System module
- If a Simulation or Transaction created by the 'Account Balance Transfer' Maintenance function will not balance, the function will post a balancing amount to the Account specified here.
Use the grid to list the source Accounts whose balances are to be moved by the 'Account Balance Transfer' Maintenance function and the destination Accounts that are to receive those 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, you can list them in the same record to 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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Settings in the Nominal Ledger:
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Introduction to Settings in the Nominal Ledger
