Document Transfer

This option allows the transfer of any document within the Sales Ledger from one account to another.

This is providing the two accounts involved are:

• Of the same currency.

• Belong to the same VAT group.

• All monies received has been allocated.

If the Nominal Ledger Control accounts are different on the source and destination accounts, a journal is automatically produced to transfer the total movement from one to the other, in order to maintain verification of the Balances on each Control account in the Nominal Ledger. An audit trail report is produced after all transfers and it is recommended that this report be treated as part of the Audit trail and therefore filed accordingly.

The use of this process is controlled by a System Parameter 'Use document transfer' held on the General tab. When checked on the Document transfer option will appear on the Main Sales Ledger menu.

Document Transfer Form

On selecting this option from the menu you are presented with the Document Transfer form and requested to select the source account code which holds the transactions for transfer. You are also requested to enter the destination account which is the account to which documents will be transferred.

Click the Ellipsis button on either account to perform a Word or Short name search for the account.

Once selected Autoline will complete the name, address and post code fields for visual verification that the correct Account has been selected. If the accounts are correct click the OK button to proceed to the Document Selection Criteria form.

Click the Exit button to return to the Main Sales Ledger menu.

Click the Help button to access the online help for this topic.

The Document selection Criteria form

Documents can be selected by use of the selection criteria form. Alternatively all documents may be loaded immediately by clicking the Load button.

Document date:	A range of 'From - To' dates to select by document date. Left blank will presume all. Click the Ellipsis button on either date to perform a calendar search to select your date.
Due date:	A range of 'From - To' dates to select by due date. Left blank will presume all. Click the Ellipsis button on either date to perform a calendar search to select your date.
Posting date:	A range of 'From - To' dates to select by posting date. Left blank will presume all. Click the Ellipsis button on either date to perform a calendar search to select your date.
Document number:	A range of 'From - To' document numbers to select by document number. Left at zero will presume all.
Document type:	Enter your selected document type. Left at * will presume all. Click the Drop down button to make your selection.
Customer reference:	Enter your required customer reference. This is a masked field and defaults with *'s which will presume all. However each character is masked therefore you can put part of a customer reference leaving the remainder with * in each position and Autoline will match by position any customer reference with the entered characters and any character in the positions where you have *. The matching is case sensitive.
Source branch:	Enter your required source branch. The default here is **** to indicate all branches. If you are not using Branch analysis then this will be your only option. If using branch analysis then the drop down facility will enable you to select the appropriate source branch. Branch analysis is controlled by a Nominal Ledger System parameter 'Branch analysis' held on the System Flags tab. Click the Drop down button to select the appropriate source branch.
Document amount:	Enter the value of the documents you wish to select. The zero default will assume all.
Daybook number:	Enter the daybook number of the documents you wish to select. The zero default will assume all.
Daybook item:	Enter the daybook item number of the documents you wish to select. The zero default will assume all.
Source module:	Enter the source module of the documents you wish to select. The ** default will assume all.
Status:	Enter the status of the documents you wish to select. e.g. 'P' for Paid. The * default will assume all.
Settled flag:	Enter the settled flag of the documents you wish to select. e.g. X settled in full. The * default will assume all.

Once you have entered your selection criteria required click the Load button to proceed to the Transaction Selection form.

Other Buttons

Other buttons that are available to you on the Document selection Criteria form are as follows:

Transaction Selection form

After clicking the Load button Autoline will load all the transactions that match your selection criteria on the Document Selection Criteria form.

This form displays the source and destination accounts together with the individual transactions on the Source Account showing the following detail for each transaction. Document date, Type, Document No., Reference, Misc. ref., Daybook, Outstanding and Status. A single left click on one of the rows in the grid will select that item for transfer. This selection is indicated by the * in the select column and the change of colour for the whole line to red. This selection can be done from the keyboard by positioning the cursor on a particular line using the Up and Down arrow keys and once on the appropriate line use the Space Bar to select and deselect the item.

The following buttons are available to the user.