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This page allows you to transfer the balance amount from one customer to another. Tell me more.
Select the “Transfer Customer Balance” link under the “Customer Balance Transfer” business component.
The “Transfer Customer Balance” page appears.
Enter the following fields:
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Transfer Date |
The date on which the transfer has to happen (Date Format). Mandatory. The transfer date must be earlier than or equal to the system date. The system displays the current system date by default on launch of the page. |
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Auto Adjust |
Use the drop-down list box to select “Yes”, to allow the system to automatically adjust the document after transfer. The system displays “No” by default on launch of the page. |
Enter the following fields in the “Transferor Customer Details” group box:
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Customer Code |
The code identifying the customer, who is transferring the balance to another customer (Alphanumeric, 18). Mandatory. The customer must have been defined in the “Create Customer” activity of the “Customer” business component. |
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Press <Enter> key. | |
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The system displays the customer name, currency, the account code and the account balance for the customer code entered. |
The system displays the following:
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Customer Name |
The name of the customer. |
Enter the following fields:
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Transfer Balance In
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Use the drop-down list box to select the type of account to which the balance must be transferred. The various account types available are “Receivable Account”, “Prepayment Account” and “Deposit Account”. The system displays the “Receivable Account” on launch of the page. |
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Currency |
Use the drop-down list box to select the code identifying the currency in which the balance has to be transferred. All the currencies mapped to the login organization unit and the customer receivable accounts are displayed for selection. The currency must be defined in the “Create Currency and Country” activity of the “Organization Set Up” business component. The system defaults the first currency in the list by default on launch of the page. |
Example
The system calculates the exchange rate for the base currency for the transferor. If the base currency is INR, base currency balance is Rs 1000, and then USD account balance is $100.
Transfer exchange rate = 1000/100 = 10.
Note: The system displays the base currency by default, if the base currency is loaded along with the other currencies in the drop-down list box.
The system also stores the account balance in parallel base currency for the transferor. If the transfer is partial transfer, then the account balance in the parallel base currency is the sum of all the amount of the selected document in the multiline.
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Finance Book |
Use the drop-down list box to select the code identifying the finance book in which the transferor customer details are to be posted. The finance books must be defined in the “Create Finance Book” activity of the “Organization Set Up” business component. All the finance books mapped to the login organization unit will be available for selection in the ascending order. |
Note: The default finance book selected in the “Set Function Defaults” page will be displayed if the “Allow Multiple Finance Book Postings” field is set to “No”.
The customer, currency and the finance book must be unique for
both transferor and the transferee customer.
Enter the following:
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Transfer Amount |
The amount to be transferred from one customer account to another (Decimal). Mandatory. The amount entered here must be equal to or less than the transferor account balance. The system defaults the amount in the “Account Balance” by default on launch of the page. |
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Account Code |
Use the drop-down list box to select the Account Code from which the balances are to be transferred. The Account Codes depending on the 'transfer balance in' selected, which is mapped to the Customer would be retrieved and listed. |
Note: The system displays the transfer amount with the sign (either positive or negative) based on the debit or the credit balance. If the transfer amount is equal to the account balance, then the system allows the full transfer of the amount.
If the transfer amount is less than the account balance, then the reference document must be selected for the transfer and the transfer amount must be equal to the sum of all the document amount of the selected document.
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Account Description |
The description of the Customer Account Code. |
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Account Balance |
The account balance in the customer account, which is to be transferred to another customer. The system displays the unpaid balance in account currency. The transferor account balance must not be zero. |
Note: If the transferor ’s account balance is a credit balance, then the system displays it as a negative amount. If the transferors account balance is a debit balance, then the system displays it as a positive amount.
Enter the following field in the “Transferee Customer Details” group box:
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Customer Code |
The code identifying the customer to whom the balances are transferred (Alphanumeric, 18). Mandatory. The customer must have been defined in the “Create Customer” activity of the “Customer” business component and must be in “Active” status. |
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Press <Enter> key. | |
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The system displays the customer name, currency, exchange rate and account code based on the customer code entered. |
The system displays the following fields:
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Customer Name |
The name of the customer. |
Enter the following field:
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Transfer Balance To |
Use the drop-down list box to select the type of account to which the balance must be transferred. The various account types available are “Payable Account”, “Prepayment Account” and “Deposit Account”. The system displays the “Payable Account” at the launch of the page. |
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Currency |
Use the drop-down list box to select the code identifying the currency of the transferee customer. All the currencies available for the transferor customer are available for selection. The currency must be defined in the “Create Currency and Country” activity of the “Organization Set Up” business component. The system defaults the first currency by default on launch of the page. |
Note: The transferee customer currency selected can be different from the transferor customer currency. If the transferor currency and the transferee exchange rate is the same, then the cross currency exchange rate is “1”. The system displays the base currency by default, if it is loaded along with the other currency.
The system displays the following:
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Exchange Rate |
The exchange rate of the transferee customer currency. If the currency is the base currency, then the system displays ‘1’ in this field. |
Note: If the transferee currency is other than the base currency, then the system displays the exchange rate of the transferee currency.
The system computes the cross currency exchange
variance gain / loss for transferor and transferee base amount. The variance
amount is then posted to the exchange variance account.
Refer
Example
Enter the following fields:
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Transfer Amount |
The amount to be transferred to the transferee customer (Decimal). The system calculates the transfer amount as transferor’s transfer amount (with the sign) * cross currency exchange rate. |
Note: The system calculates the transferee amount for the base currency as (transferee transfer amount * transferee exchange rate for the base currency). The system calculates the transferee amount for the parallel base currency as (transferee transfer amount * transferee exchange rate for the parallel base currency).
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Finance Book |
Use the drop-down list box to select the code identifying the finance book in which the transferee customer details are to be posted. The finance books must be defined in the “Create Finance Book” activity of the “Organization Set Up” business component. All the finance books mapped to the login organization unit will be available for selection in the ascending order. |
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Account Code |
Use the drop down list box to select the Account Code to which the balances are to be transferred. The Account codes identifying the account payable prepayment or deposit, which is mapped to the Customer based on the Customer account type selected would be retrieved and listed. |
Note: The default finance book selected in the “Set Function Defaults” page will be displayed if the “Allow Multiple Finance Book Postings” field is set to “No”.
The system displays the following:
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Account Description |
The description of the Customer Account Code. |
Enter the following fields:
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Comments |
Any remarks pertaining to the transfer of balance (Alphanumeric, 255). |
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Zoom facility available. | |
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Reason Code |
Use the drop-down list box to select the reason code used for the transfer of customer balance. The reason code must be defined in the “Maintain Reason Information” activity of the “Reason Definition” business component. The system displays the first reason code available in the list by default on launch of the page. |
Enter the following fields in the “Currency Variance Information” group box.
Note: Data entry in the following group box is mandatory, if there is any exchange variance amount.
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CC |
The cost center to which the transfer amount must be posted (Alphanumeric, 10). Data-entry in this field is mandatory if the account code has been mapped to a cost center in the “Cost Setup” business component. The cost center must be defined in the “Cost Element” activity of the “Cost Setup” business component. |
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Analysis Code |
The analysis code to which the selected account is mapped in the "Assign Analysis Code" activity of the "Account Based Budgeting" business component (Alphanumeric, 5). |
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Help facility available. | |
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Sub Analysis Code |
The sub analysis code, which is mapped to the analysis code in the "Assign Sub Analysis Code" activity of the "Account Based Budgeting" business component (Alphanumeric, 5). |
Enter the following fields in the “Project Information” group box:
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Project OU |
Use the drop-down list box to select the organization units in which the project code has been created. The combo is loaded with the existing OU’s which has been mapped in the “Project Definition” business component. The system displays "Blank" by default on launch of the page. |
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Project / Sub-Project Code |
The project code to which transaction is to be attached. The project code must have been defined in the "Project Definition" business component. Help facility available. |
The system displays the following in the “Project Information” group box.
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Project / Sub Project Description |
The name of the project. |
Enter the following fields in the “Search Criteria” group box to search for the reference document in case of partial amount transfer.
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Doc. No. From |
The starting number in the range of document numbers for which the details are to be retrieved for transferring the balance (Alphanumeric, 18). The system lists all the document numbers that are greater than or similar to the value entered here. |
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If this field is left blank and the “To” field is entered, then the system retrieves the vouchers starting from the first vouchers till the voucher specified in the “To” field. | |
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To |
The ending number in the range of document numbers for which the details are to be retrieved (Alphanumeric, 18). The system lists all the documents whose number is lesser than the value entered here. The number entered here must be greater than the number entered in the “Voucher No. From” field. |
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If this field is left blank and the “Document No. From” entered, then the system retrieves the vouchers starting from the number specified in the “Document No. From” field till the last voucher. | |
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Doc. Type |
Use the drop-down list box to select the type of the document. The document types are listed here based on the type of the account selected in the “Transfer Balance In” field. The system displays “All” by default on launch of the page. |
Note: The system displays "Direct Invoice", "Pack slip Invoice", "Miscellaneous Invoice", "Order Based Invoice", "Debit Note", " Credit Note" if the “Receivable Account” is selected in the “Transfer Balance In” field. The system displays “Prepayment Invoice” and “Receipts” if the “Prepayment Account” is selected in the “Transfer Balance In” field. The system displays “Receipts” if the “Deposit Account” is selected in the “Transfer Balance In” field.
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Doc. Date From |
The starting date in the range of document dates from which the document details must be retrieved (Date Format). The system lists all the reference documents that are raised later than this date. The date entered here must be earlier to the date entered in the “To” field. |
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If this field is left blank and the “To” field is entered, then the system retrieves the documents starting from the first document in the database till the document raised on the date specified in the “To” field. | |
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To |
The ending date in the range of document dates until which the document details must be retrieved (Date Format). The system lists all the documents that are raised earlier than this date. |
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If this field is left blank and “Document Date From” field is entered, then the system retrieves the document raised on the date specified in the “Document Date From” field till the last document in the database. |
Note: The system displays the system date in the “Document Date From” and “To” fields by default, on launch of the page.
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Billing Point |
Use the drop-down list box to select the organization unit in which the documents have been raised. The system displays all the organization unit in which the documents exist. The system displays “All” by default on launch of the page. |
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Doc. Amount From |
The starting amount of the document in the range of document amount for which the details are to be retrieved (Decimal). The system retrieves all the documents whose transaction amount is greater than the amount entered here. The amount entered here must be lesser than the amount entered in the “To” field and must be greater than zero. |
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If this field is left blank and the “To” field is entered, then the system retrieves the documents from the first document in the database till the document whose amount is the amount entered in the “To” field. | |
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To |
The ending amount of the document in the range of document amount from which the details are to be retrieved (Decimal). The system retrieves all the documents whose transaction amount is less than the value entered here. |
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If this field is left blank and the “Document Amount From” field is entered, then the system retrieves the document whose amount is the value entered in the “Document Amount From” field till the end of the database. |
Click the “Search” pushbutton to retrieve the document details for transferring the balance.
The system displays the following fields in the “Search Results” multiline.
Note: The system retrieves the documents, which are in “Authorized” status.
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Doc. Type |
The type of the document. |
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Doc. No. |
The number identifying the document. |
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Doc. Date |
The date on which the documents are raised. |
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Customer Registered At |
The organization unit to which the “Customer” business component has been mapped. |
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Doc. Amount |
The document amount. |
Note: The system displays a positive amount if the document is the debit document. Otherwise the system displays the negative amount if the document is the credit document.
Check the box in the “Select” column of the multiline to mark the documents.
Note: The documents must be selected in the multiline in case of a partial transfer i.e. if the transferor transfer amount is less than the transferor account balance.
Click the “Compute” pushbutton to calculate the total amount of the document to be transferred.
The system displays the following field:
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Total Amount |
The total of the document amount selected in the multiline. The system sums up total of the document amounts that are selected in the multiline. |
Note: The system compares the latest document date with that of the transfer date. If the document date is greater than the transfer date, then the transfer cannot be made.
Click the “Transfer” pushbutton to transfer the balance amount.
The system saves the transfer note for both transferor and the transferee customer account in “Draft” status.
Note: The transfer note will be updated to “Fresh” or “Authorized” status, only if the “Payment Schedule” or “Payment Information” page is completed.
The system displays the following fields:
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Created By |
The login ID of the user who created the transfer note for the customer. |
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Created Date |
The date on which the transfer note was created. |
To proceed, carry out the following
If Electronic pay modes are not applicable for the company, select the “Payment Schedule” link at the bottom of the page to enter the payment schedule for the transfer note.
If Electronic pay modes are applicable for the company, select the “Payment Information” link at the bottom of the page to enter the payment information details.
Select the “Account Postings” link at the bottom of the page to view the accounting information of the transaction.
Select the “Order Based Invoice” link at the bottom of the page to view the order based invoice details.
Select the “Direct Invoice” link at the bottom of the page to view the invoice details.
Select the “Customer Payment Voucher” link at the bottom of the page to view the Customer Payment Voucher details.
Select the “Item Based Note” link at the bottom of the page to view the item based note.
Select the “Account Based Note” link at the bottom of the page to view the account based note details.
Select the “Customer Receipt” link at the bottom of the page to view the Customer Receipt details.
Exchange rate variance calculation
The system computes the cross currency exchange variance gain / loss for transferor and transferee base amount. If the transferor currency and the transferee currency are different, then the system calculates the exchange variance as the difference between transferor base amount and the transferee base amount.
If the exchange rate variance is greater than zero and the transferor customer balance is of negative balance,
If the transferor base amount (A) is greater than the transferee base amount (B), then the exchange variance amount = A – B = gain ( Credit exchange rate variance account).
If the transferor base amount (A) is less than the transferee base amount (B), then the exchange variance amount = A-B = loss (Debit exchange rate variance account)
If the exchange rate variance is greater than zero and the transferor customer balance is of positive balance,
If the transferor base amount (A) is greater than the transferee base amount (B), then the exchange variance amount = A – B = loss (Debit exchange rate variance account)
If the transferor base amount (A) is less than the transferee base amount (B), then the exchange variance amount = A – B = gain (Credit exchange rate variance account)
Auto adjustment
In case of transfer of credit account balance and if the “Auto Adjust” is set to “Yes”, then the system adjust the transferor customer account with reference to the transfer debit note generated during the balance transfer.
Document generation for transferor and transferee
If the transferor customer account balance is a credit balance, then the transfer debit note is generated for the transferor customer and the transfer credit note is genrated for the transferee customer.
If the transferor customer account balance is a debit balance, then the transfer credit note is generated for the transferor customer and the transfer debit note is genrated for the transferee customer.
Transferring customer balance – An overview
You can specify the date on which the transfer has to happen. You can select the type of accounts to which the balance must be transferred. You can also decide on whether to adjust the document automatically after the transfer. The transferor customer (the customer from whom the balance must be transferred) details can be captured in this page. You can enter the code identifying the customer, currency of the transferor customer, the finance book in transferor customer details are posted and the amount to be transferred. The transfer amount can be equal to or less than the customer account balance. The transfer amount can be transferred fully or partially to the transferee customer.
You can enter the transferee customer (the customer to whom the balance is transferred) details like the code identifying the transferee customer, currency, the code identifying the finance book, the reason code for the transfer and the transfer amount. This page allows you to capture currency variance information’s like the code identifying the cost center, the analysis and the sub analysis code in case there is any variance in the exchange rate.
You can search for the reference documents used while transferring, if the amount is transferred partially to the transferee customer. You can carry out the search using the number identifying the document, the date on which the documents is raised, the amount of the document, the organization unit and the type of the document. The system retrieves the documents in “Authorized” status based on the search criteria. The system computes the total document amount of the selected document and updates it in the total amount.
The system generates a unique number for both transfer credit and the debit note while transferring the balance. When a credit balance is transferred, a transfer debit note is generated for the transferor customer and transfer credit note is generated for the transferee customer. In case of a debit balance transfer a transfer credit note is created for the transferor customer and a transfer debit note is created for the transferee customer. The system updates the login ID of the user to who created the transfer note as created by and the system date the created date.
The customer details must be defined in the “Create Customer” activity of the “Customer” business component.
The currency must be defined in the “Create Currency and Country” activity of the “Organization Set Up” business component.
Finance books must be defined in the “Create Finance Book” activity of the “Organization Set Up” business component.
Financial year must be defined in the “Create Calendar” activity of the “Accounting Setup” business component and must be open.
The cost center must be defined in the “Create Cost Element” activity of the “Cost Setup” business component.
The analysis code must be defined in the “Create Analysis Code” activity of the “Account Based Budget” business component. The sub analysis code must be mapped to the analysis code in the “Assign SubAnalysis Code” activity.
Automatic adjustment of the transfer
Automatic adjustment of the transfer
Set the “Auto Adjust” field to “Yes” to enable the automatic adjustment of the transfer.
Set the “Auto Adjust” field to “No” if you do not want the system to automatically adjust the documents after transfer.
You can specify the type of the account to which the balance must be transferred.
Set the “Transfer Balance In” field to “Receivable Account” to transfer the balance to the receivable account.
Set the “Transfer Balance In” field to “Prepayment Account” field to transfer the balance to the prepayment account.
Set the “Transfer Balance In” field to “Deposit Account” field to transfer the balance to the deposit account