User Guide

About Transfers
1. One to One Transfers
 

What are transfers?
Transactions with 1 Transfer (This page)
Transactions with 2 (or more) Transfers
Transactions with Transfers when Bank Accounts have Date Range Protection
More tests with Transfers

Set up the following tutorial transactions and learn how Bank Genie deals with Transfers
 

Transaction TR1
Adding a transaction which has 1 Transfer

Tutorial Instructions

• Start BS421 and open Account A
• ADD a Debit transaction with:
  Transaction Ref: TR1
  Transaction Date= 22 Jan 2010
  Transaction Amount= 70
  Transfer 70 from Bank A to Bank B
• NO Protected Date range in Banks A or B
  
  Add the transaction
  Return to screen BS421S01

Note that after adding this transaction:

• Two transactions are created, one in Bank A, one in Bank B
• The transaction in A is a Debit, the transaction in B is a credit. (in this example)
• Both transactions have the same amount
• Both transactions have the same Transaction Ref (TR1)
• The FIRST transaction (Bank A) shows the Bank Date entered when you added the transaction
• The transaction on the OTHER side (Bank B) shows the Bank Date as calculated by Bank Genie.
  The date is Transaction Date + The value of Days to Clear which you entered when you set up Bank B in the program
  My Bank Accounts - BS403

EDITING Transfer Transactions

• You can edit both sides of a Transfer
• Transaction dates on either side of Transfers remain identical
  You can edit and change the transaction date
  However, the transaction date of the OTHER transaction will be changed to the same transaction date
• Values on either side of Transfers remain identical
  You can edit and change the value.
  However, the value of the OTHER side of the Transfer will be changed to the same amount.
• The Bank Dates may differ on either side of Transfers
  To allow for the time taken for transactions to clear the banking system, the Bank dates in Bank Genie Transfers can be edited and changed to actual Bank dates.
  When you edit the Bank Date on one side, the Bank Date on the other is UNCHANGED.
  To summarise:
  Transaction dates on both sides of a Transfer are rigidly identical
  Bank dates on both sides of a Transfer are flexible and independent
• The Transaction Ref may differ on either side of Transfers
  Edit one side of the Transfer.
  Get into screen BS421S03
  Change TR1 to TR1-A
  Click Save Changes
  A dialog box appears giving you Yes/No options to change BOTH sides of the transaction to the new Transaction Ref
  Click Yes: Both sides change to TR1-A
  Click No : This side changes to TR1-A
                 The other side is NOT changed.
• The Notes about the transaction may differ on either side of Transfers
  Edit one side of the Transaction. Get into screen BS421S02 (Easy Add) or BS421S11
  Enter text in the Notes about this transaction field.
  Changes made on one side are NOT applied to the other side.
• The Transaction Details may differ on either side of Transfers
  Transaction details is a field where you can identify the transfer.
  Changes made on one side are NOT applied to the other side.

EDITING Transfer Transactions
Change the transfer amount

• Edit TR1 (created above)

In screen BS421S01double click to edit transaction TR1 (in Bank A)
In screen BS421S03 change the Transaction amount
Save Changes
Case A - Statement in A is NOT reconciled, Statement in B is NOT reconciled
This operation is allowed

Case B - Statement in A is reconciled
This change will be denied

Case C - Statement in B is reconciled
This change will be denied

EDITING Transfer Transactions
Change the transfer to another Bank

• Edit TR1 (created above)

In screen BS421S01double click to edit transaction TR1 (in Bank A)
In screen BS421S03 select the Transfer Element and click Edit
In screen BS421S11use the popup and change the Bank to Bank C
You are offered options on what to do with the OTHER side of the Transfer (i.e. the Transfer to B)

1. Delete - This option is offered if the Bank B statement is NOT reconciled
2. Do not delete
3. Cancel

Click OK
In screen BS421S03, click Save Changes
Case A - Account A is NOT reconciled
Since no changes to values have been made in Bank A this operation is allowed

Case A(1) - If you selected Option 1 above:

• the OTHER SIDE transaction in Bank B is deleted
• a new OTHER SIDE transaction is created in Bank C

Case A(2) - If you selected Option 2 above:

• The OTHER SIDE transaction in Bank B is NOT deleted
• The Category in the OTHER SIDE transaction in Bank B is changed to BROKEN XFR
• a new OTHER SIDE transaction is created in Bank C

Note: You can edit the Broken XFR transaction in Bank B and change the Category.

Case B - Account A is reconciled, Transfer amount is NOT changed
This change will be allowed, since no changes to the transfer amount has been made during editing.

Case C - Account A is reconciled, Transfer amount IS changed
This change will be denied.
Bank Genie will not allow you to change the amount of transactions held in a Reconciled statement.

Editing a normal Transaction - Making it into a Transfer
You can edit a simple transaction and make it a Transfer

• Start BS421
• Open Account A
• ADD a Debit transaction with:
  Transaction Ref: TR1A
  Transaction Date= 22 Jan 2010
  Transaction Amount= 70
  Category NOT Transfer
  Add the transaction
  Return to screen BS421S01

In screen BS421S01double click to edit transaction TR1A (in Bank A)
In screen BS421S03 select the Element and click Edit
In screen BS421S11

• use the popup to change the Category to TRANSFER
• select Bank B
• click OK
• Save Changes

Deleting a TRANSFER type transaction
Option 1 (Delete both sides)

• Edit TR1 (created above)

Edit the transaction in Bank A
In screen BS421S03
Click Delete
Screen BS421S18 appears offering options (3 checkboxes)
Prompt: Decide what to do with OTHER side (i.e. B)

1. Delete
2. Do not delete
3. Cancel

Click the Delete checkbox and continue Delete. The result is:

• Transaction in A is deleted
• Transaction in B is deleted
   

Deleting a TRANSFER type transaction
Option 2 - Delete one side, keep the OTHER side

• Add TR1 again

Edit the transaction in Bank A
In screen BS421S11
Click Delete
Screen BS421S18 appears offering options (3 checkboxes)
Prompt: Decide what to do with OTHER side (i.e. B)
You are offered options on what to do with the OTHER side of the Transfer (i.e. the Transfer to B)

1. Delete - This option is offered if the Bank B statement is NOT reconciled
2. Do not delete
3. Cancel

Check Do not delete and continue the delete operation

• Transaction in A is deleted
• The OTHER SIDE transaction in Bank B is NOT deleted
• The Category in the OTHER SIDE transaction in Bank B is changed to BROKEN XFR

The two parts of this Transfer are now completely unlinked.
You can now edit the Transaction in B and change the Category.
How do I isolate Transactions categorised as Broken XFR?

Deleting a TRANSFER type transaction
What happens if statement holding a transaction is reconciled? 
Case 1 - Bank A reconciled

• Add TR1 again

After transaction is added, click the Reconcile button (In Bank A)
In screen BS421S01 - Edit the transaction in Bank A
In screen BS421S03 click the Delete button
Not permitted
 

Deleting a TRANSFER type transaction
What happens if statement holding a transaction is reconciled? 
Case 2 - Bank B reconciled (Bank A is not)

• Add TR1 again
• Ensure Statement holding TR1 In Bank A is NOT reconciled
  (Undo if necessary)
• Reconcile the statement in Bank B holding TR1

In screen BS421S01 - Edit the transaction in Bank A
In screen BS421S03 Click the Delete button
Screen BS421S18 appears offering options
Prompt: Decide what to do with OTHER side (i.e. in Bank B)
Options:

1. Delete (Disabled, so not available)
2. Do not delete
3. Cancel

Click the Do not delete checkbox

• Transaction in A is deleted
• Transaction in B is NOT deleted
  Category in Transaction TR1 in B is changed to Broken XFR

The two parts of this Transfer are now completely unlinked.
You can now edit the Transaction in B and change the Category
You could also undo the Reconciliated Statement in B and delete the transaction.
How do I isolate Transactions categorised as Broken XFR?