Transferring supplier balance

This page allows you to transfer the balance amount from one supplier to another. Tell me more.

Select the “Transfer Supplier Balance” link under the “Supplier Balance Transfer” business component.

The “Transfer Supplier Balance” page appears.

Enter the following fields:

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.
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 at the launch of the page.

Enter the following fields in the “Transferor Supplier Details” group box:

Transferor Supplier Code	The code identifying the supplier, who is transferring the balance to another supplier (Alphanumeric, 18). Mandatory. The supplier must have been defined in the “Create Supplier” activity of the “Supplier” business component.
	Press the <Enter> key

The system displays the following:

Supplier Name

The name of the supplier.

Note: The system displays the supplier name based on the supplier code.

Enter the following fields in the “Transferor Supplier Details” group box:

Transfer Balance In

Use the drop-down list box to select the type of account from 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” on launch of the page.

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 supplier payables 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 base currency. If base currency is not loaded, then the first currency is defaulted.

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.

Finance Book	Use the drop-down list box to select the code identifying the finance book in which the transferor supplier 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 - login user will be available for selection in the ascending order.
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 supplier would be retrieved and listed.

Note: The default finance book selected in the “Set Function Defaults” page will be displayed

The system displays the following:

Account Description

The description of the Supplier Account Code .

Note: The supplier payable account will be retrieved, if “payable Account” is selected in the “Transfer Balance In” field. The supplier prepayment account is retrieved, if “Prepayment Account” is selected in the “Transfer Balance In” field. The supplier deposit account is retrieved, if “deposit Account” is selected in the “Transfer Balance In” field.

Account Balance

The account balance in the supplier account, which is to be transferred to another supplier. The system displays the unpaid balance in account currency. The transferor account balance must not be zero.

Enter the following field in the “Transferor Supplier Details” group box:

Transfer Amount

The amount to be transferred from one supplier 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.

Note: 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.

Enter the following field in the “Transferee Supplier Details” group box:

Transferee Supplier Code	The code identifying the supplier to whom the balances are transferred (Alphanumeric, 18). Mandatory. The supplier must have been defined in the “Create Supplier” activity of the “Supplier” business component and must be in “Active” status.
	Press the <Enter> Key

The system displays the following:

Supplier Name

The name of the supplier.

Note: The system displays the supplier name based on the supplier code entered.

Enter the following fields in the “Transferee Supplier Details” group box:

Transfer Balance To	Use the drop-down list box to select the account type 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” on launch of the page.
Currency	Use the drop-down list box to select the code identifying the currency of the transferee supplier. All the currencies available for the transferor supplier 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 at the launch of the page.

Note: The transferee supplier currency selected can be different from the transferor supplier 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:

Exchange Rate

The exchange rate of the transferee supplier 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.

Enter the following fields:

Transfer Amount

The amount to be transferred to the transferee supplier (Decimal). The system calculates the transfer amount as transferor 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).

Finance Book	Use the drop-down list box to select the code identifying the finance book in which the transferee supplier 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 - login user will be available for selection in the ascending order.
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 supplier based on the supplier 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:

Account Description

The description of the Supplier Account Code.

Note: The supplier payable account will be retrieved, if “Payables Account” is selected in the “Transfer Balance In” field. The supplier prepayment account is retrieved, if “Prepayment Account” is selected in the “Transfer Balance In” field. The supplier deposit account is retrieved, if “Deposit Account” is selected in the “Transfer Balance In” field.

Enter the following fields in the “Transferee Supplier Details” group box:

Payment Processing Point	Use the drop-down list box to select the point at which the payment must be processed.
Comments	Any remarks pertaining to the transfer of balance (Alphanumeric, 255).
Reason Code	Use the drop-down list box to select the reason code used for the transfer of supplier 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, at the launch of the page.

Enter the following fields in the “Currency Variance Information” group box.

Cost Center	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.
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).
	Help facility available.
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.

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 organization units for which the “Project Definition” business component mapping is available. The system displays “Blank” by default on launch of the page.
Project / Sub-Project Code	A unique code identifying the project / sub-project code to which the transaction has to be attached.
	Help facility available.

The system displays the following in the "Project Information" group box:

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.

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 the entire document numbers that are greater than or similar to the value entered here.

Note: 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.

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.

Note: If this field is left blank and the “Doc. No. From” entered, then the system retrieves the vouchers starting from the number specified in the “Doc. No. From” field till the last voucher.

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 at the launch of the page.

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.

Note: 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.

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.

Note: If this field is left blank and “Doc. Date From” field is entered, then the system retrieves the document raised on the date specified in the “Doc. Date From” field till the last document in the database. The system displays the system date in the “Document Date From” and “To” fields by default, on launch of the page.

Billing Point	Use the drop-down list box to select the organization unit in which the documents have been raised. The system displays the entire organization unit in which the document exists. The system displays “All” by default on launch of the page.
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.

Note: 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.

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.

Note: If this field is left blank and the “Doc. Amount From” field is entered, then the system retrieves the document whose amount is the value entered in the “Doc. 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 in the “Search Results” multiline.

Note: The system retrieves the documents, which are in “Authorized” status.

Doc. Type	The type of the document.
Doc. No.	The number identifying the document.
Doc. Date	The date on which the documents are raised.
Supplier Registered At	The place where the supplier is registered.
Doc. Amount	The document amount.
Outstanding Amount	The balance outstanding amount.

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:

Total Amount

The total of the document amount selected in the multiline. The system sums up total of the document amount that is 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 supplier 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:

Created By	The login ID of the user who created the transfer note for the supplier.
Created Date	The date on which the transfer note was created.

To proceed, carry out the following

If Swiss 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 Credit note.
If Swiss 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 “Order Based Invoice” link at the bottom of the page to view the order based invoice details.
Select the “Item Invoice” link at the bottom of the page to view the item invoice details.
Select the “Expense Invoice” link at the bottom of the page to view the expense invoice details.
Select the "Delivery Charge Invoice” link at the bottom of the page to view the delivery charges invoice 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 "Supplier Receipts” link at the bottom of the page to view the supplier receipt details.
Select the “Accounting Information” link at the bottom of the page to view the accounting information of the transaction.

Transferring supplier balance – An overview

You can specify the date on which the transfer has to happen. You can select the type of accounts (Payable Account, Prepayment Account or Deposit Account) to which the balance must be transferred. You can also decide on whether to adjust the document automatically after the transfer. The transferor supplier details can be captured in this page. You can enter the code identifying the supplier, currency of the transferor supplier, the finance book in which the balances are posted for the transferor supplier. The transfer amount can be equal to or less than the supplier account balance. The transfer amount can be transferred fully or partially to the transferee supplier.

You can enter the transferee supplier details like the code identifying the transferee supplier, 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 supplier. You can carry out the search using the number identifying the document, the type of the document, the date on which the documents is raised, the billing point of the document and the amount 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 updates the status of the transfer Credit note to “Draft” and Transfer Debit Note to “Authorized” on transfer. 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 supplier and transfer credit note is generated for the transferee supplier. In case of a debit balance transfer a transfer credit note is created for the transferor supplier and a transfer debit note is created for the transferee supplier. The system updates the login ID of the user to the created by and the system date to the created date.

Prerequisites

The supplier details must be defined in the “Create Supplier” activity of the “Supplier” business component.
The currency must be defined in the “Create Currency and Country” activity of the “Organization Set Up” business component and must have been mapped to atleast one control account or prepayment account or deposit account.
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 Center” activity of the “Cost Setup” business component.
The analysis code 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 Sub-Analysis Code” activity.