Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Transfer Journal preparation options.
Before we begin, let us understand about the need of Transfer Journal Entry and the relevance of this particular activity.
If you are frequently transferring amount from one Cash/Bank to another Cash/Bank, entering such transactions from this module will save your time a lot because all other information not applicable to these type of transactions shall not be asked. Also, your such voluminous vouchers will remain separate from your regular vouchers making your look and search easy.
You can create a Transfer Journal under Finance Module of AlignBooks.
The key functions of Transfer Journal Module are:
Creation of a New Transfer Journal,
Modification of an existing Transfer Journal;
Deletion of an existing Transfer Journal.
Configuration:
AlignBooks provide you the facility to configure your Transfer Journal documents with respect to choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc.
Click on “Configuration” to configure this document. Click here “How to Configure a Document”, to know more about this utility.
Let’s now understand how to create a New Transfer Journal in simple steps
You have three ways to prepare a Transfer Journal;
Enter fresh data for the first time;
Open an existing document and use the “Copy” feature of AlignBooks to make the necessary changes. This will save your time and efforts;
If you have data in an Excel Format, Import data and make the required changes.
Let’s enter the fresh set of data for the first time;
Location / Branch
: Under this field, You can select the location, if you are handling Multi Locations. System will ask for this information only if you have configured Multi Locations - "ON” under General Setup and System will fill the default Location if you have configured the Default Location under Data Access Rights.
If your desired Location does not exist in the menu, you can create a New Location by clicking on option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited / deleted and then click on . The Location will be opened in Edit mode and you can edit it and save by click on . You can delete it by click on .
: Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.
: System will generate voucher number based on the Voucher Numbering configuration, if you have opted to maintain "auto prefix” and “auto numbering”.
Prefix : While configuring your document, if you have opted to “maintain manual prefix”, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. This field will not be available if you have opted "Not required".
Number: While configuring your document, if you have opted to “maintain manual numbering”, enter a document number here.
: Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of relevant document. You can browse the location to attach the same. Click on “X” to remove the attachment.
You have completed creation of New Transfer Journal.
Clear Detail
: Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
: Click on this Button, If you want to send a Email (with Attachment). Click on beside Mail and click on Email Link (Email with Link included for Document Print) or click SMS.
: Click here to know the History of the Document for date and time of creation / modification / delete / cancel / restore. This button will be active only when document is open an existing document and when Manage Document History : “ON” in General Setup.
: Click on this button to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.
: If you wish to delete any existing voucher, open an existing voucher and specify the reason for delete in "Edit Remark" field then Click on this button to delete the Voucher.
: If you wish to cancel any existing voucher, open an existing voucher and specify the reason for cancel in "Edit Remark" field then Click here to Cancel the Voucher. when you cancel a document then document status will update as "Cancel" and All financial / stock impact (whichever applicable) will reverse for this voucher.
: If you wish to restore any existing voucher, open an existing voucher and specify the reason for restore in "Edit Remark" field then Click here to Restore the Voucher. when you Restore a document then document status will update as "Open" and All financial/stock impact (whichever applicable) will be restored for this voucher.
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option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited / deleted and then click on 
. The Location will be opened in Edit mode and you can edit it and save by click on 
. You can delete it by click on 
. 
: 
: 
: 
Icon or 
option within the dropdown menu and input a name. 
: Select a Cash/Bank account from the dropdown menu from which amount is being transferred. 
: Select a Cash/Bank account from the dropdown menu where amount is being transferred. 
: Enter the amount to be transferred from one tender to another. 
: Enter the Cheque No, if applicable.
: Input here a detailed narration pertaining to the voucher. 
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: 
: 
: 
: 
beside Mail and click on Email Link (Email with Link included for Document Print) or click SMS.
: 
. Click here 
: Click here to know the History of the Document for date and time of creation / modification / delete / cancel / restore. This 
button will be active only when document is open an existing document and when 
: 
: 
: If you wish to delete any existing voucher, open an existing voucher and specify the reason for delete in "Edit Remark" field then Click on this button 
to delete the Voucher.
: 
: If you wish to cancel any existing voucher, open an existing voucher and specify the reason for cancel in "
to Cancel the Voucher. when you cancel a document then document status will update as "Cancel" and All financial / stock impact (whichever applicable) will reverse for this voucher.
: If you wish to restore any existing voucher, open an existing voucher and specify the reason for restore in "
to Restore the Voucher. when you Restore a document then document status will update as "Open" and All financial/stock impact (whichever applicable) will be restored for this voucher.