Creating Transfer Transactions

The AM Transfer form will allow you to create transactions that transfers an Asset to a different  Sheet Cost Centre for the Capital Cost.  These transactions will also allow you to change the Asset Classification of the Asset, the Asset Type of the Asset and the Depreciation Method on the Main Asset Book of the Asset

This form can be accessed by selecting the Financials option on the Financials Web Main Menu:

Then the Asset Management menu option:

Then the AM Asset Transactions menu option:

Then the AM Transfer menu option:

The AM Transfer form will open:

This form can also be accessed by clicking on the  button on the Main tab of the AM Asset Maintenance form, as detailed in the Amending Assets section.  In this case certain fields will be populated from the Asset on the AM Asset Maintenance form and additional fields will also be available:

A  button will also be available - clicking on this button will open the AM Asset Book Values Before the Transaction screen, detailing values of the Asset Book before the Transfer transaction.  This screen is further detailed in the Asset Book Values section.

To create a Transfer transaction add the code of the required Asset to the Asset Code field, if not already populated.  Alternatively click on the Find Asset button located to the right of this field, .  This will open the AM Find Asset form allowing you to search for and select the required Asset.  This form is further detailed in the Find Asset section.

Select a code in the Transfer Transaction Code drop-down field.

A unique transaction reference will need to be added to the Reference 1 field where these are not automatically generated.  Where these are generated automatically this field can be left blank.  Please note: this field may have a different label dependent on your configuration.

Click on the  button:

The following fields may be displayed (mandatory fields are notated with a red asterisk *):

• Asset Code: This field will display the code of the Asset to be transferred and cannot be changed.
• Transfer Transaction Code: This field will display the transaction code for the Transfer transaction and cannot be changed.
• Reference 1: This field will contain the reference for the transaction where it has been manually added.  Where it is to be automatically generated this field will be blank.  The details in this field cannot be changed.  Please note: this field may have a different label dependent on your configuration.
• Asset Description: This field will contain the description of the Asset to be transferred and cannot be changed.

At the bottom right of this field is a  button.  Clicking on this button will open the AM Asset Book Values Before the Transaction screen, detailing values of the Main Asset Book before the Transfer transaction.  This screen is further detailed in the Asset Book Values section.

• Reference 2: This is a second reference field that can be added to if required.  Dependant on your configuration this field may not be displayed and if displayed may have a different label and will either be a mandatory or an optional field.
• Balance Sheet Cost Centre for the Capital Cost: This field will display the Cost Centre from the Balance Sheet Cost Centre for the Capital Cost field on the AM Asset Maintenance form for the Asset.  The description of the Balance Sheet Cost Centre for the Capital Cost will also be displayed in the adjacent field.  Both these fields cannot be changed.
• Historic Gross Cost: This field will be populated from the Main Book of the Asset, which can be found by clicking on the  button as detailed above.
• Carrying Value: This field will be populated from the Main Book of the Asset, which can be found by clicking on the  button as detailed above.
• Transfer Date: This field will display the date of the Transfer and will default to the current Assets Processing Date (normally today's date) but can be changed if required.
• GL Posting Date: Add the date that the Transfer transaction is to be posted to the General Ledger.
• GL Year: The Year in this field will be determined by the date added to the GL Posting Date field, as detailed immediately above, and will be populated once the  button is clicked on, as detailed below.  You will not be able to change this field directly.
• GL Period: The Period in this field will be determined by the date added to the GL Posting Date field, as detailed above, and will be populated once the  button is clicked on, as detailed below.  You will not be able to change this field directly.
• Transfer Reason: Select on option from this drop-down field to provide a reason for the transaction if required.  Reasons are defined as detailed in the Reasons section within Asset Admin.
• Transfer Type: Select one of the following options for the type of Transfer from this drop-down field.

• Classification Analysis: Where this option is selected, new Classification Analysis Codes must be added, as detailed in the Load Current Analysis Levels on Insert field below.
• Capital Cost Centre:  Where this option is selected, the new Cost Centre must be added. as detailed in the Transfer Balance Sheet Cost Centre for the Capital Cost field below.
• Capital Cost Centre and Classification Analysis: Where this option is selected either new Classification Analysis Codes, as detailed in the Load Current Analysis Levels on Insert field below, and/or a new Cost Centre, as detailed in the Transfer Balance Sheet Cost Centre for the Capital Cost field below, can be added
• Transfer Balance Sheet Cost Centre for the Capital Cost: Where the Asset is to be transferred to a different Balance Sheet Cost Centre for the Capital Cost, add the new Cost Centre to this field.

Alternatively click on the Find Cost Centre button located to the right of this field, .  This will open the AM Find Capital Cost Centre form allowing you to search for and select the required Cost Centre.  This form is further detailed in the Find Capital Cost Centre section.

Where this field is populated the description of the Cost Centre will be displayed in the adjacent field.

• Change Asset Classification: Select this option to change the Classification of the Asset:  Where selected the following fields will be displayed:

These are:

• Transfer Asset Classification: Select the new Classification for the Asset from this drop-down field.
• From Asset Classification: This field will display the current Classification for the Asset and is for information purposes only.

• Change Asset Type: Select this option to change the Asset Type for the Asset.  Where selected the following fields will be displayed:

These are:

• Transfer Asset Type: Select the new Asset Type for the Asset from this drop-down field.

The 5 fields under the Transfer Asset Classification field, i.e. Asset Reference 1 to Asset Reference 5, are the user defined Reference fields in the Asset Type that may be included in the Asset.  These are further detailed in the Asset Types section.  These will initially be populated with the same information as the previous Asset Type, as displayed in the fields under the From Asset Type field detailed below.  These details can be changed or new details added as required.  Once the Transfer transaction is completed these details will be displayed on these fields on the Asset.

• From Asset Type: This field will display the current Asset Type for the Asset and is for information purposes only.

The 5 fields under the From Asset Type field, i.e. Asset Reference 1 to Asset Reference 5, are the user defined Reference fields for the Asset Type currently included in the Asset.  Asset Types are further detailed in the Asset Types section.  These will be populated with the information that is currently included in these fields on the Asset and are for information purposes only.

• Change Main Depreciation Method: Select this option to change the Depreciation Method in the Main Asset Book of the Asset.  Where selected the following fields will be displayed:

These are:

• Transfer Depreciation Method: Select the new Depreciation Method for the Main Asset Book on the Asset from this drop-down field.
• From Depreciation Method: This field will display the current Depreciation Method for the Main Asset Book of the Asset and is for information purposes only.

• Comments: Dependant on your configuration this field may not be displayed.  Where it is displayed it will either be a mandatory field, in which case further details on the transaction must be added, or an optional field, in which case further details may be added or it can be left blank.
• Status: This will be set to  and you will not be able to change this field.
• Load Current Analysis Levels on Insert: This option will be selected where the Transaction Code added to the Transfer Transaction Code field, as detailed above, specifies that the Classification Analysis Codes can be changed.

It is possible to add different levels in the Classification Code to includes Analysis Codes  The Asset will then be linked to these Analysis Codes via the Classification Code.  If you wish to use this functionality please contact a Civica Consultant.

Where the Asset is a Parent of one or more Child Assets, details will be provided at the top of the form:

Please note: the number of Children in this field will not include any Child Assets that have been Disposed or have been Cancelled.

Where the Asset is a Child of another Asset, details will be provided at the top of the form:

The buttons at the bottom of the form are as follows:

• : Clicking on this button will clear all the fields on the form and no Transfer transaction will be created.  The initial version of the form will be displayed where you can create a new Transfer transaction or view an existing one.
• : This button will be displayed where the Asset is a Parent Asset, i.e. it has one or more Children.  Clicking on this button will open the AM Asset's Children form, displaying the Asset's Children.  This form is further detailed in the Assets Children section.
• : This button will be displayed where the Asset is a Child Asset, i.e. it has a Parent.  Clicking on this button will open the AM Asset's Parents form, displaying the Asset's Parents.  This form is further detailed in the Assets Parents section.
• : Click on this button to create the Transfer transaction:

The same fields as detailed above are still available and some can be changed, if required.

You will note that the Status of the transaction has now changed to  and that further buttons are now be available at the bottom of the form.

These are:

• : Click on this button to save any further changes to the fields on the form.
• : Click on this button to delete the transaction.  A message will be displayed asking for confirmation that the transaction is to be deleted.  Please note: the transaction can only be deleted where the status is set to .
• : Clicking on this button will clear all the fields on the form.  The initial version of the form will be displayed where you can create a new Transfer transaction or view an existing one.
• : Please ignore this button as it should only be selected when using the Classification Analysis Code functionality.  It is possible to add different levels in the Classification Code of the Asset to include Analysis Codes.  The Asset will then be linked to these Analysis Codes via the Classification Code..  If you wish to use this functionality please contact a Civica Consultant.
• : Clicking on this button will allow you to add a note with regard to the Transfer transaction.  This is further detailed in the Notes section.
• : Clicking on this button will open the Audit Info screen, providing audit details of the Transfer transaction.  This is further detailed in the Audit Info section.
• : Clicking on this button will complete the Transfer transaction and the form will change to the AM Transfer (Readonly) form:

As this form is read only no further changes can be made to the form.  The status of the Transfer transaction will change to .  This form is further detailed in the AM Transfer (Readonly) form section.