Transfer Journal

 
 
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.
 
 
Transfer Journal
 
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;
 
 
1

Location / Branch

1. 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 . 
2

Category

2. Category: If you are want to classify your document in different categories, select the applicable category from the drop down menu.
This field is available only if you have configured Document Classification – "ON” in Finance Setup. 
You can Add, Edit or Delete a Category by following the process described under Location Tab.
3

Date

3. Date: 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.
4

Voucher No

4. Voucher No: 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.
5

From Tender

5. From Tender : Select a Cash/Bank account from the dropdown menu from which amount is being transferred.
You can Add, Edit or Delete a Cash Bank A/c by following the process described under Location Tab.
6

To Tender

6. To Tender: Select a Cash/Bank account from the dropdown menu where amount is being transferred.
You can Add, Edit or Delete a Cash Bank A/c by following the process described under Location Tab.
7

Amount

7. Amount : Enter the amount to be transferred from one tender to another.
8

Cheque No

8. Cheque No: Enter the Cheque No, if applicable.
9

Narration

9. Narration : Input here a detailed narration pertaining to the voucher.
10

Attachment

10. Attachment: 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.
11

Save Voucher

11. Save Voucher : Click on the button to save the document prepared by you.
12

Print Voucher

12. Print Voucher : Click on this button to save voucher and Print the document prepared by you. Click here  “Print Utility”, to know more about this utility.
 
 
You have completed creation of New Transfer Journal. 
 
13

Clear Detail

13. 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.
14

Mail / SMS

14. Mail / SMS : 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.
15

Schedule Document

15. Schedule Document : If you want to create a schedule for this document, click on . Click here  “Schedule a Document”,  to know more about this utility.
16

Document History

16. Document History : 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.
17

Import Voucher (Excel File)

17. Import Voucher (Excel File) : 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.
18

Open Document

18. Open Document : Click here to open an existing Transfer Journal. Click here  “Open a Document”,  to know more about this utility.
19

Delete Document

19. Delete Document : 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.
20

Copy Document

20. Copy Document : Click here to copy the values from an existing Transfer Journal. Click here “Copy from a Document”,  to know more about this utility.
21

Cancel Document

21. Cancel Document : 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.
22

Restore Document

22. Restore Document : 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.
 
 
We hope you enjoyed this tutorial. Please give us a call for further help.  Happy Aligning!