Contents of the Billing Expense Transfer Dialog Box

Use the fields and options to transfer target and detail sections.

Transfer Target section

Field Description
Within current [WBS Level] Select this option to reclassify the transaction detail to another area within the same project, phase, or task. Selecting this option disables the Project, Phase, and Task fields for editing.
Project Enter the project name or number, or click Search to select the target project where transaction detail should be reclassified or transferred.
Phase If the project selected in the Project field has phases, enter the name or number of the phase or click Search to select the target phase.
Task If the phase selected in the Phase field has tasks, enter the name or number of the task or click Search to select the target task.

Detail (when transferring a single line) section

Field Description
Transaction Type This field displays the code representing the type of transaction, for example JE for journal entry.
Date This field displays the transaction date.
Reference No. This field displays the reference number assigned to the transaction in the Reference field during transaction entry, or during an expense billing insert.
Account Select the expense account where the transaction amount specified in the Amount field will be transferred or reclassified.
Amount This field displays the cost amount to be reclassified or transferred to the account specified in the Account field.

The following applies if the expense item is a reimbursable or consultant expense that was generated from a voucher that you created using the Create Voucher from PO application and you selected the Show Purchase Order Line Item Detail check box in the Expense Terms or Consultant Terms sections on the Expenses/Units tab in Billing Terms for the project:

  • The Amount field displays the cost amount that is calculated from the entries in the Quantity and Unit Price fields on this dialog box.
  • To transfer an amount only, you must first delete the number that is entered in the Quantity field. Then enter the amount to transfer in the Amount field.

    Example:

    Project A has an amount and unit price of $4,000 with a quantity of 1. You want to transfer $2,500 from Project A to Project B, but you want Project A's quantity to remain at 1.

    On the Billing Expense Transfer dialog box, you:

    1. Enter Project B in the Project field.
    2. Delete 1.00 in the Quantity field, leaving the field blank.
    3. In the Amount field that is now editable, enter $2,500.
    4. Click OK.

      When you click OK:

      • The adjustment to Project A is -$2,500. The expense still has a quantity of 1 and the unit price after the adjustment is $1,500.
      • Project B now has an expense with an amount of $2,500, its quantity is 0, and its unit price is $0.
Quantity This field displays if both of the following are true:
  • The expense item is a reimbursable or consultant expense that was generated from a voucher that you created using the Create Voucher from PO application.
  • You selected the Show Purchase Order Line Item Detail check box in the Expense Terms and Consultant Terms sections on the Expenses/Units tab in Billing Terms for the project.

The quantity in this field prefills from the purchase order. You can change the quantity for billing purposes, which will not impact the voucher or purchase order. Vision recalculates the amount in the Amount field based on the entries in the Quantity and Unit Price fields.

If you delete the number in the Quantity field, leaving it blank, the Amount field becomes editable. This allows you to transfer an amount only, while leaving the quantity unchanged. After you click OK, the original quantity redisplays in the Quantity field.

Unit Price This field displays if both of the following are true:
  • The expense item is a reimbursable or consultant expense that was generated from a voucher that you created using the Create Voucher from PO application.
  • You selected the Show Purchase Order Line Item Detail check box in the Expense Terms and Consultant Terms sections on the Expenses/Units tab in Billing Terms for the project.

This field displays the unit price for the expense item from the purchase order, which you cannot change. If you transfer an expense amount without transferring any units, the unit price is recalculated.

Diary

This field displays only if you have set up a diary on the Diary AutoNumbering tab of Settings > Advanced Accounting > System for the fiscal period or fiscal year in which you are entering transactions.

Use this field to select a diary code for the current transaction, or the group of transactions if you are processing a group of transactions, such as in an accounts payable payment processing run. The diaries are used to generate diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or to specific fiscal periods. You can assign different diaries (that have different diary types) to different types of transactions.

The Diary drop-down list contains three columns. The first column displays the diary code. The second and third columns display the diary type for the diary code and the description of the diary type.

The drop-down list contains all the diaries that you set up on the Diary AutoNumbering tab that have the same fiscal period or fiscal year in which you are entering transactions, or that have no fiscal period or year entered for them.

If you use multiple companies, the Diary drop-down list includes only the diary codes that are set up for the current company. The list also includes IC - Intercompany Diary to capture intercompany transactions.

You cannot delete a transaction after it has been saved with a diary number. If a transaction is incorrect, you can enter zero amounts for the transaction or enter a reversing transaction.

Parent Topic: Billing Expense Transfer Dialog Box