Setting Up The Transfer To/From Process

In a Multi-Property database where there will be Multi-Property (consolidated) Check Runs, there will need to be GL Account Numbers in the Chart of Accounts (COA) for the Due To/From Transfer Process. This process is used to create the GL Journal Entry batch that will debit the “Due From” accounts and credit the “Due To” accounts. These accounts are holding places to record the obligation(s) that are incurred by the other properties.

For illustration purposes: Property 1 is a Management Company that pays bills on behalf of the properties it manages. There are three Properties, numbered 21, 27, and 28. The GL Account Number schema is xxx-xxxxx-xx-xx (3-5-2-2); the first part is the department, the second part is the account number, the third part is the sub-account, and the fourth part is the property identifier.

1) “Due To” Accounts: These need to be added for each property. These account numbers should be the same except for different property identifiers as shown below.

2) "Due From” Accounts: These accounts need to be added to the Management Company COA. The account number portions of these accounts are all the same. The sub-account portion of these numbers will be used to differentiate the properties from which the funds are being transferred. In the illustration below, the property identifier of the “Due From” property is used.

3) Set up the Property Records: From the Data Plus Main Menu, go to “File Maintenance”, then click on “Properties”. Using the Page Down key will bring up the first property. Using Ctrl-L will bring up a list of all existing properties to choose from. To select the property you wish to see, highlight it and hit ‘enter.’

To enter the Due From account number, click into the “Due from Acct” field. The Chart of Accounts list can be displayed by using Ctrl-L, or simply type in the account number that you created. The name of the account will show to the right of the field. Press F2 to save the change. Press F2 to continue to next Property record, if applicable.

4) A/P Parameters file: Exit out of General Ledger and go into Accounts Payable, File Maintenance, Parameters. Verify that “Checks by Property” is set to “No”, “Multi-Property Distributions” is set to “Yes”, and the “Due to Account” field has a correct account number in it. The property identifier of the Due To Account will be substituted in when you run the Transfer Process, which is why it is necessary to have only one Due To Account listed. If your AP Parameters record is not set up properly, please call or email Data Plus Support at 978-888-6300 x 3 or support@dphs.com to have the Parameter record changed.

Running the Transfer Process:

When the Transfer Process is ready to be run, go to Accounts Payable. In the Monthly Processing section, click on “Transfer To/From” button. The following screen will appear:

If the “Transfer to GL?” field is “yes”, a batch of Journal Entries will be created in GL that will need to be edited and posted. Once posted, the Trial Balance can be run to verify that each property is in balance.

This is a sample Transfer To/From Summary Report. Note there are just two lines per property; one “due to” and one “due from”. A Detail Report would show a line for each transaction that was transferred.

The Transfer To/From process can be run as often as needed.

If there are any questions, please call or email Data Plus Support at 978-888-6300 x 3 support@dphs.com