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Transferring Budget Amounts

When you transfer a budget amount, you must add at least one new budget allocation to withdraw the money from a cost account, and at least one new cost allocation to deposit the money in another cost account. You can add any number of additional allocations to the transfer. The transfer document controls these allocations.

Once you move a transfer out of Draft state, Proliance creates a transaction for each new allocation in the appropriate cost accounts. The transaction records the addition of each new allocation and its effect on the cost account's total value.

 To transfer a budget amount (single source/destination cost accounts)

1. Open the Transfers register.
2. Select the transfer to open.
3. Click the Budget Line Items page.
4. Click Edit.
5. Enter the amount to be transferred in the Budget Total Amount box.

If no allocations currently exist, Proliance creates lines items in the From: and To: grids. Otherwise, Proliance increases the Item Amount of the existing allocations. These allocations are for the total transfer amount and have the default book type specified on the Settings page.

6. In the Cost Account Ref column in the From: grid, click the Magnifying Glass icon and select the cost account where the money is coming from.
7. In the Cost Account Ref column in the To: grid, click the Magnifying Glass icon and select the cost account where the money is going to.
8. Optionally change the book type of the allocations, if necessary.
9. Optionally type an Item Description or an Item Note for the allocations.
10. Optionally change the Item Code from the default, if necessary.
11. Click Save.

Proliance saves the transfer. Note that the transfer of funds does not actually occur until you move the transfer document out of Draft state.

 To transfer a budget amount (multiple source/destination cost accounts)

1. Open the Transfers register.
2. Select the transfer to open.
3. Click the Budget Line Items page
4. Click Edit.
5. Enter the amount to be transferred in the Budget Total Amount box.

If no allocations currently exist, Proliance creates lines items in the From: and To: grids. Otherwise, Proliance increases the Item Amount of the existing allocations. These allocations are for the total transfer amount and have the default book type specified on the Settings page.

6. In the Cost Account column of the From: grid, click the Magnifying Glass icon and select the cost account where the money is coming from.
7. In the Item Amt column of the From: grid, enter the amount to be moved from this allocation's cost account.
8. Optionally type an Item Description or Item Note in the From: grid for the allocations.
9. Optionally change the book type of the allocation in the From: grid, if necessary.
10. Optionally change the Line Number of the allocation in the From: grid, if necessary.
11. Click Add Row in the From: grid and repeat steps 4–8 to add new transfer source allocations.

You can add as many allocations as necessary, as long as the sum of the Item Amount equals the Budget Total Amt.

12. Click Add Row in the To: grid and repeat steps 4–8 to add new transfer destination allocations.

The columns for these allocations are the same as the From: grid, except you are indicating where the money is going to. Note that the number of 'From' and 'To' allocations do not need to be equal, as long as the sum of the Item Amount values match.

13. Click Save when done.

Proliance saves the transfer. Note that the transfer of funds does not actually occur until you move the transfer document out of Draft state.