UB> Transfers

• Select a batch number from the drop-down menu at the top of the Transfers palette to select an existing batch.
• Select New from the Transfers batch number drop-down menu to create a new batch. This will open the New Batch window. Click here for information on the New Batch window.
  • Click here for information on processing batches.
  • The Batch Month and Batch Year of the Transfers batch is used for reference only and is not necessarily the fiscal month and year the transactions in the batch will be posted to.

• The Account Status field will only be active if Multiple Accounts is selected.
• Select the account statuses of the customer accounts you would like to transfer balances from in the Account Status field.
  • Unlike the Refunds process, you can process transfers on customer accounts with a Final account status.

• The Tran Date field specifies the transaction date that will be recorded in the general ledger for the transfer. The Tran Date will default to today's date.

  • This is only the transaction date of the transfers. The post date of the transactions will be set when the batch is committed and the journal entry date is entered on the GL Distribution step.

• The Final Date From and Final Date To fields will only be used as filters if you check the Final toggle in the Account Status section. This will filter the customer accounts pulled into the batch by final date.

  • You can view the final date of a customer account in the Account Maintenance window (UB> Maintenance> Account> Account tab> Account Activity Dates section> Final field). Click here for information on Account Maintenance.

• The Deposit Date From and Deposit Date To fields allow you to filter the customer accounts pulled into the batch by the transaction date attached to the deposit on the customer account.

  • You can view the transaction date of a deposit transaction using the History tab of the Account Master Maintenance window (UB> Maintenance> Account> History tab> Select Deposit History in the drop-down menu at the top of the window> Expand a transaction> Transaction Date field).

• The Cash Adjustment Type drop-down menu is used to select the adjustment type that will be used to make cash type adjustments.

  • In order for an adjustment type to display in this drop-down menu, the adjustment type must be attached to a fee code that is set up to be used in the transfers process, and the adjustment type must be set up as a cash type adjustment code.

    • Fee codes are set up to be used in the transfers process on the Fee Code Maintenance window (UB> Maintenance> Fee Code> Used in transfers toggle). Click here for information on Fee Maintenance.

    • Fee codes are attached to adjustment types using the Adjustment Type Maintenance window (UB> Maintenance> Adjustment Type> Fee Code fields). Click here for information on Adjustment Type Code Maintenance.

    • Adjustment codes are set up as cash type adjustments using the Adjustment Code Maintenance window (UB> Maintenance> Adjustment Type> GL Type drop-down menu).

• The Bill Adjustment Type drop-down menu is used to select the adjustment type that will be used to make bill type adjustments.

  • In order for an adjustment type to display in this drop-down menu, the adjustment type must be attached to a fee code that is set up to be used in the transfers process, and the adjustment type must be set up as a bill type adjustment code.

• Select how you would like to transfer the account balance of the Transfer From account in the Balances drop-down menu.
  • If you select Default all to Zero, the transfer amount will default to zero and you will have to manually enter the amount to be transferred out of the account.
  • If you select Default as transfer to balance, the entire account balance will be transferred to the account balance of the account it is being transferred to.
  • If you select Default as transfer to deposit, the entire account balance will be transferred to the deposit balance of the account it is being transferred to.
  • The selection in this field is only a default value. If the selection does not apply to all of the customer accounts in the batch, you will be able to change how the balances are transferred using the Select/Update step (UB> Transfers> Select/Update).

• Select how you would like to transfer the deposit balance in the Deposits drop-down menu.

  • If you select Default all to Zero, the transfer amount will default to zero and you will have to manually enter the amount to be transferred out of the deposit balance.

  • If you select Default as transfer to balance, the entire deposit balance will be transferred to the account balance of the account it is being transferred to.

  • If you select Default as transfer to deposit, the entire deposit balance will be transferred to the deposit balance of the account it is being transferred to.

  • The selection in this field is only a default value. If the selection does not apply to all of the customer accounts in the batch, you will be able to change how the balances are transferred using the Select/Update step (UB> Transfers> Select/Update).

• The Account drop-down menu is used to select the default account where the balances will be transferred to. This is only the default value that will be applied to all of the accounts in the batch. You will be able to manually select the customer accounts the amounts will be transferred to using the Select/Update step (UB> Transfers> Select/Update).

  • Select Active account on lot if the amounts should be transferred to the customer account that is currently active on the lot.

    • You can view the current active account on a lot using the Account Master Maintenance window (UB> Maintenance> Account> Lot tab).

    • The Lot Maintenance window only displays the owner on the lot. The owner of a lot is not necessarily the active customer on the lot. For example, a customer could be renting the lot from the owner.

  • Select Do not default if you would like to manually enter the customer account number on each transfer on the Select/Update step (UB> Transfers> Select/Update).

  • Select Master Account if you would like the transfer to account to be the master account attached to each lot. You can set up a master account on a lot using the Lot Maintenance window. Click here for information on Lot Maintenance.

• If you are transferring balances to a deposit balance you can select a special charge code in the Fee Code drop-down menu.

• Check the Use Original Deposit Date toggle to use the original deposit date as the process date rather than the currently selected transaction date.

• Click the Create icon to add additional accounts to the window.

Click the Confirm icon to generate the transfers.

• Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
• Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
• Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

• The Summary Report will only display the net effect on the general ledger accounts. If transaction line items create a wash on a general ledger account, that general ledger account will not display on the report. The summary report will display the general ledger account number, general ledger account description, debit amount and credit amount. The report will be grouped and totaled by fund and will also display a report total on the debit and credit columns.
• The Detail Report will display every line item of the transaction, not just the net effect. The detail report will display the account number, customer number, utility billing service number, special charge code, general ledger account description, debit amount and credit amount.
• The Summary Report debit and credit report total amounts may not balance between the summary by GL account report and the summary by transaction type report because the summary report only displays the net effect on the general ledger account in a grouping. Since the two summary reports group the general ledger accounts differently, certain transactions may not wash in both reports. The detail report credit and debit report total amounts will always balance between the two reports.

• Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
• Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
• Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.