Authorization object: FAKTUMBUCH

The transfer bookings can be opened through the Environment menu → Invoicing.

Using the menu point Transfer bookings, it is possible to post (move) amounts from one file to one or more files.

  • Every transfer booking receives a voucher number.
  • A transfer booking cannot be cancelled.
  • Cancellations can be carried out through a corresponding counter booking (reversed transfer booing).

The transfer bookings consist of 3 tabs:

  • Process voucher
  • Search criteria
  • Search result

Process voucher tab

Fields in the header data

Field

Function

Voucher type

Select the corresponding Voucher type for the transfer booking:

  • Incoming credit note
  • Incoming invoice
  • Outgoing credit note
  • Outgoing invoice

Transfer no.

 

The field Transfer no. is either for the entry of a free choice of text or blocked for the entry!

This depends on the entry in the basic data COMPANY → INVOICING.

Transfer number automatically
 A number range for the assignment of the transfer booking numbers can be deposited on the Number ranges tab. 

If this field is filled with a value, the voucher number is automatically assigned from this number range when saving. The voucher numbers can be incremented annually or consecutively over all years.

Transfer number manually
If the voucher number is to be assigned manually, the field Number range for the transfer bookings in the basic data remains empty.

Transfer number per branch
You enter a number for each branch in the Number ranges tab in BRANCHES in COMPANY → Field Number range transfer bookings.

Invoicing party

 

 

 

 

  

Indicate the invoicing party.
Please enter the account type and the account number or the abbreviation of the address.

It is possible to indicate certain combinations of the voucher type and the account type in the basic data COMPANY → FINANCIAL INTERFACE on the 

Voucher types tab.

Example:

  • Transfer bookings for incoming invoices can be written to creditors.
    The field Incoming invoices to creditors in the basic data is now filled with (any) value.
  • Transfer bookings for incoming invoices CANNOT be written to debtors.
    The field Incoming invoices to debtors in the basic data remains BLANK.

Ref./Invoice no.

The fields Ref./Invoice no. and Posting text are meant for a free choice of text and do not necessarily have to be filled.

Voucher date

The voucher data is pre-assigned with the current date.

Accounting period

  

The accounting period is pre-assigned from the voucher date, if the entry X for no preallocation was NOT made in the field Default accounting period in COMPANY → INVOICING on the Number range tab.

→ 

Currency

The currency of the voucher is loaded from the house currency.

An exchange rate must be entered when selecting a foreign currency.
If the foreign currency exchange rates are deposited in the basic data, the current date is chosen for the validity date.

The R.O.E. is always indicated in relation with the house currency, i.e. for house currency EURO always in relation 1 EUR = xxx.

Fields in the voucher items

Field

Function

File nummer

= mandatory field

The file number can be entered manually or searched for using the search function.

Activity type

= mandatory field

Effective amount

The invoice amount can be recorded positively or negatively.

As a rule, the amount is first deducted from one item and then added to another (or more) item - until the remaining amount is 0.

Currency

The currency is automatically proposed from the header data and cannot be changed.

Print voucher

Only possible if the voucher has already been saved.

Save voucher

Voucher will be saved.

Stop processing

Processing is canceled and the voucher is not saved.


After having entered all data the voucher can be saved.

All entries are checked when saving, e.g. whether the address is available, whether the file numbers or service types really exist or whether the booking period is still up to date.
→ The system also checks whether the remaining amount equals 0,00.

If all entries are correct, the voucher is set to Booked and booked from the batch invoicing in the account sheet.
→ The voucher is now non-editable.

After saving, the voucher number is displayed in an information mask in the case of an automatic assignment of the voucher number.

Search criteria tab

Search criteria for existing vouchers can be entered on the next tab.

Please enter one or more search criteria (* and ??? are also permitted in character fields), leave the field with the TAB key and start the search via F3.

  • If multiple data were found for the entered search criteria, they will be displayed on the Search result tab.
  • If only one voucher was found, it is directly opened; either to edit or in the viewing mode – depending on whether this voucher has already been booked or not.

Search result tab

All data sets that have been found are displayed on the Search result tab.

Single lines can be selected and viewed or printed through the context menu.

  • If only one voucher is found during the search, it is directly opened and displayed.

After selecting a line, you can open the corresponding voucher via double click on this line or by pressing the RETURN key.

Printing single vouchers

A single voucher is printed with the command Print voucher. The print is made by means of Crystal Reports.

Printing a list of the transfer bookings

A list of the displayed transfer booking vouchers can be printed on the tab Search result via the menu File → Print.  

Save transfer bookings in the eFile

The report for transfer bookings can be saved in the eFile by saving the document. The basic data settings required are explained in the following subchapters.

The transfer document can be transferred from the eFile to a DMS system via the CargoService eFile Exporter.

For this, a chargeable setup of the CargoService and, if necessary, an adjustment of the pre-assignment for the transfer to the DMS system is required.

ADMIN → PREALLOCATIONS

In the PREALLOCATIONS, the preallocation d.3 Umbuchungen is needed.

ADMIN → FORMS → FORM CATEGORIES

In the FORM CATGEORIES the form category UMBUCH must be available. The preallocation d.3 Umbuchungen mentioned above is stored here.

ADMIN → FORMS → FORMS

The category UMBUCH mentioned above must be saved in form 118 (transfer booking document) in FORMS.

The checkmark for eFiles must also be set here.

A PDF printer must be stored.

COMPANY → INVOICING → Administration tab

On the Administration tab the checkmark in the checkbox Print transfer booking must be active.

If this is not set, the transfer document would have to be printed manually triggered so that the document is stored in the eFile via the print routine.

Contents


Related basic data