Contents of the Billing Expense Transfer Dialog Box

Use the fields and options to transfer expense transactions in Interactive Billing.

When you select one expense transaction on the Expense tab and then click the Transfer action, all of the fields listed below are included on the dialog box. This allows you to transfer specific detail to a different project or within the same project.

When you select more than one expense transaction to transfer at a time, each transaction is transferred in its entirety to another project, so only the Project, Phase, Task, and Diary fields display on this dialog box.

Field	Description
Within current [WBS Level]	Select this check box to reclassify (transfer) the transaction detail within the same project, phase, or task instead of transferring it to a different project. You can transfer the transaction from one general ledger account to another and/or transfer the amount. With this check box selected, the Project, Phase, and Task fields do not display on the dialog box.
Project	Select the target project to which the transaction detail should be transferred. The drop-down list of projects includes only projects that have been approved for use in processing (the Approved for Use in Processing check box on the Accounting tab in the Projects hub has been selected). If you have multiple companies, th e list includes projects from all companies. This field does not display when you select the Within Current [WBS Level] check box to transfer within a project.
Phase	If the project entered in the Project field has phases, select the target phase to which the transaction detail should be transferred. The drop-down list of phases includes only phases that have been approved for use in processing (the Approved for Use in Processing check box on the Accounting tab in the Projects hub has been selected). This field does not display when you select the Within Current [WBS Level] check box to transfer within a project.
Task	If the phase entered in the Phase field has tasks, select the target task to which the transaction detail should be transferred. The drop-down list of tasks includes only tasks that have been approved for use in processing (the Approved for Use in Processing check box on the Accounting tab in the Projects hub has been selected). This field does not display when you select the Within Current [WBS Level] check box to transfer within a project.
Transaction Type	This field displays the code that represents the type of transaction, for example AP for accounts payable and JE for journal entry. You cannot change the transaction type.
Date	This field displays the transaction date, which you cannot change.
Reference Number	This field displays the reference number that was assigned to the transaction in the Reference field when the transaction or billing insert was entered.
Account	This field prefills with the general ledger account that was entered for the transaction you are transferring. Select the account where the transaction amount specified in the Amount field will be transferred or reclassified.
Amount	This field prefills with the cost amount that was entered for the transaction you are reclassifying or transferring. Enter the amount to transfer for the account that you enter 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: Enter Project B in the Project field. Delete 1.00 in the Quantity field, leaving the field blank. In the Amount field that is now editable, enter $2,500. 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. Vantagepoint 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 for the fiscal period or fiscal year in which you are entering transactions in the Diary Auto Numbering Options section of the Transaction Settings form in Settings > Accounting > Transactions. Use this field to select a diary code for the current transaction or for the group of transactions, if you are processing a group of transactions. 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 Auto Numbering Options section in Transactions Settings that either have the same fiscal period or fiscal year for which you are entering transactions or that have no fiscal period or year entered for them. If you have multiple companies in Vantagepoint, the Diary field 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.
Transfer	Click this button to transfer the expense amount entered in the Amount field. The transferred amount is removed from the source project and added to the destination (target) project. You are returned to the Expense tab of the Interactive Billing form where you see the following: If the destination project is different from the source project, the transaction is removed from the Expenses grid, and you cannot add it to an invoice for this project. If the destination is a different phase and/or task within the same project, the project information and amount (if you transferred a portion of the expense amount) are updated accordingly in the Expenses grid.
Cancel	Click this button to return to the Expense tab without transferring any part of this transaction. The transaction remains in the grid on the Expense tab with its original status and hours.