The Invoice Transfer program allows you to transfer an unpaid invoice from one vendor to another. A complete Audit Trail to trace the activities on an invoice is created.
The invoice type code (field 08) has been expanded to 2 digits in order to mark a transferred invoice to a type code of 'IT'.
The invoice number consists of 16 digits. The first 14 are the invoice number entered by the user. The last 2 are system generated. The original invoice will always have a suffix of '00'. If the invoice is transferred to another vendor, the invoice on the old vendor file will be marked with a suffix of '0T'. This suffix signifies that the invoice has been transferred and also allows the invoice number to be used again for this vendor.
Vendor
Enter the vendor number of the invoice to transfer. Press <FIND> if the vendor number is unknown.
Invoice
Enter the invoice number for transfer. Press <FIND> for a list of invoice numbers. Use the <UP> <DOWN> arrows to place the cursor at the invoice you want, <ENTER>.
Exit Transfer
Enter 'E' to clear the screen and re-prompt for a vendor number. <ENTER> at the vendor number prompt to exit from the program.
Enter 'T' to transfer the invoice to another vendor.
The system will prompt:
Transfer to Vendor Number:
Enter the new vendor number to transfer this invoice. <FIND> is available to assist in locating the correct vendor number. Once a vendor number is entered, the name and address information displays. If a miscellaneous vendor number is entered, the user is prompted for name and address information. Once all name and address information is entered, changes can be made at the field to change.
Pressing <ENTER> at the Field To Change will display these options:
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Accept |
Enter 'A' to accept the transfer. The invoice will be transferred to the new vendor. |
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Note: All associated GST and tax collectable information will also be transferred. The old vendor will have two invoices on file. The original invoice will be marked as transferred and information about the transfer (new vendor number, batch number) are stored in the reference field. This invoice will have the original invoice number and a suffix of '0T'. The second invoice for this vendor will be a reversal invoice. This invoice will have a suffix of '1T'. |
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Cancel |
Enter 'C' to cancel the transfer and return to the vendor number prompt. |
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Modify |
Enter 'M' to modify the vendor number. If a miscellaneous vendor was entered you can also modify the address information displayed. |
Summary of invoice activity when an invoice transfer takes place
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Invoice # |
Suffix |
Amount |
Activity |
|---|---|---|---|
|
100 |
00 |
107.00 |
Invoice created for new vendor |
|
100 |
0T |
107.00 |
Original invoice marked as transferred |
|
100 |
1T |
-107.00 |
Invoice created to reverse the original invoice |
The invoice type code on all invoices that have been transferred will be set to IT. NOTE: By using a suffix indicator when an invoice is deleted or transferred, it allows the invoice number to be re-used by the same vendor.
Invalid Accounts
If a GL account on an invoice is found invalid at the time of an invoice transfer, you will be prompted to enter a new account number.
Once an account number has been entered, the system will prompt:
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Accept |
Enter 'A' to accept the transfer using the new GL number specified. |
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Cancel |
Enter 'C' to cancel this transfer completely. |
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Modify |
Enter 'M' to modify the GL account number. |
Batch Balancing
An example of an invoice transfer is shown in this batch balance report. The first transaction displays the reversal of the original invoice to the old vendor. The second transaction displays the creation of the invoice to the new vendor. NOTE: There is never a clearing entry created because there is NO impact on the GL Clearing Account.