AR Transfer

Use the AR Transfer feature to move all or a portion of an invoice or a payment from one AR account to another AR account. The following rules control transfer of invoices and payments.

You may not transfer an invoice if payment has already been applied to it. You must unapply the payment in order to be able to transfer the invoice. (The Unapply option is available from the right-click Quick Menu on the Account Maintenance screen.)
You may not transfer payments that have been applied to an invoice. You must unapply the payment in order to be able to transfer it. (The Unapply option is available from the right-click Quick Menu on the Account Maintenance screen.)
You may not transfer a closed invoice.
You may not transfer an invoice that is associated with a Credit Card account (i.e. a Credit Invoice).

To access the Transfer feature, highlight the invoice or payment you wish to transfer on the Account Maintenance screen and select the Transfer button from the Account Posting Options menu. To access the Account Posting Options menu, select the Options button from the Account Maintenance screen. (This button is available when the AR>Transfer AR Invoice permission is granted.) The feature may also be accessed via the Transfer button on the Transaction Search screen.

The Transfer screen appears.

This screen allows you to select the target account to transfer the invoice or payment to. Use the search criteria to narrow the display of AR accounts. Highlight the target account of your choice. To perform the transfer, select the OK button. A message appears asking you to confirm your decision: "Are you sure?". Select the Yes button to proceed with the transfer. The transferred invoice or payment now appears on the Account Maintenance screen of the account to which it was transferred.

Note: When an unallocated payment is transferred from one account to another account, the aging level for that payment is determined by the original posting date.

Transfer Screen Search Criteria

The search criteria allow you to locate the target account to which the invoice or payment should be transferred. To display all accounts, leave all search criteria fields blank and the All radio button selected. (This is the default.) To filter search results, enter your search criteria in the following fields.

Account Name. Enter all or the first part of the profile name to which the account is attached.

From Account Number/To Account Number. If you are searching for a specific AR account and you know its number, enter the account number in the From Account Number field. If you are searching for a range of AR account numbers, enter the first account number in the From Account Number field and the last account number in the To Account Number field.

Account Type. Each AR account is assigned an account type. Account types are defined in Configuration>AR>Account Types. Some examples of AR account types are: CORP = Corporate, LOCAL = Local Business, CATER = Catering, TRAV = Travel Agents, and BNQT = Banquets. Selecting an account type helps you to categorize your accounts receivable accounts for searching and reporting. Select the down arrow to display the AR Account Types list of values.

Agent. Available when the AR>AR Account Agent application function is set to Y. Select the down arrow to choose the account agent who is responsible for this account. (The account agent can be used as a filter when running AR Aging reports.)

Scope of Search. Select a radio button to indicate how broad you wish the search to be.

All. Show accounts having an open balance and accounts having a zero balance. This is the default.
Open Balance. Show accounts having an outstanding balance only.
No Balance. Show accounts having a zero balance only.

Amount. The amount to be transferred. You can edit this field if you want to transfer only a portion of the invoice or payment. (To transfer a partial amount, you must have AR>Transfer AR Invoice Partial Amount permission granted. Otherwise, this field may not be edited.)

The transfer amount cannot be greater than the invoice amount or payment amount. When opening the Transfer screen, the information in the Amount field is populated from the source (originating) AR account invoice that was highlighted on the Account Maintenance screen when the Transfer button was selected.

Text. Identifying text for the transaction. This information appears in the Reference field for the transaction on the Account Maintenance screen and Account Details screen. When opening the Transfer screen, the information in the Text field indicates the source (originating) AR account for the invoice that was highlighted on the Account Maintenance screen when the Transfer button was selected.

Supplement. Enter a comment pertaining to this transfer. This information appears in the Supplement field for the transaction on the Account Maintenance screen and Account Details screen for the originating, or source, account. (The transfer appears on the source account when you search using the All radio button.)

Transfer Screen Fields

Account Name. The profile name attached to this AR account.

Alt. Name. If the General>Alternate Name application function is set to Y, the Alternate Name assigned to the guest is displayed in the column.

Account Number. The AR account number.

Balance. The current balance for the AR account.

Contact. The name of the account contact specified on the Setup Account screen.

Type. The AR account type. Account types are defined in Configuration>AR>Account Types. Some examples of AR account types are: CORP = Corporate, LOCAL = Local Business, CATER = Catering, TRAV = Travel Agents, and BNQT = Banquets.

City. The city portion of the AR account address specified on the Setup Account screen. The AR address specified on the Setup Account screen may differ from the address specified on the Profile screen.

Behavior of AR Accounts when Transactions Are Transferred

Following is information on the behavior of AR accounts when transactions are transferred.

1. Transferring entire invoice amount from source account to a target account:

After an entire invoice is transferred using the Account Posting Options menu Transfer button, when you select the All radio button from the search criteria on the source account's Account Maintenance screen, there will be an additional row with a 0 balance for the invoice number that was transferred. When accessing the invoice details for such a transferred invoice, you will be able to view the transactions but you will not be able to delete them.

2. Transferring a part of the total invoice amount from source account to a target account:

If a part of the total amount of an invoice is transferred to another AR account, the balance on the invoice on the source account will be updated to reflect the transferred amount. The target account will still contain the transferred amount as the balance. If all transactions of the invoice are deleted on the source account, the source account will have an invoice with a negative balance of the amount transferred, and the target account will have an invoice with a positive balance of the amount transferred. In both cases, no invoice details will exists since all the transaction are deleted.