AutoCount- Full Transfer and Partial Transfer
Introduction to AutoCount Full Transfer and Partial Transfer
AutoCount Accounting 2.0 offers users a highly flexible document transfer system, allowing both Full Transfers and Partial Transfers between sales and purchase documents. These features streamline the transfer process, making it easier for users to move data between documents while maintaining accuracy and efficiency.
Purpose and Benefits
Full Transfer
Move all items and quantities from one document (e.g., Quotation) to another (e.g., Invoice).
Partial Transfer
Transfer only selected items or quantities, allowing greater control over inventory and orders.
Skipping Sequence
You can bypass intermediary steps, for example, moving directly from Quotation to Invoice without going through a Sales Order.
Getting Started
Accessing the Sales and Purchase Modules
To begin using the transfer functions:
- Open AutoCount Accounting 2.0.
- Navigate to either the Sales or Purchase modules.
- Select the relevant document you want to transfer, such as a Quotation, Sales Order, Purchase Order, or Delivery Order.
Document Transfer Options
AutoCount supports two main methods for transferring documents:
Both methods allow for Full and Partial Transfers.
Transfer Methods
AutoCount Accounting 2.0 introduces two primary methods for document transfer:
Traditional Transfer
The traditional method is still available for users who prefer or are accustomed to the older process. This method involves the following steps:
a. Full Transfer
- Open the document you want to transfer (e.g., Quotation).
- Select Transfer and choose “Transfer from Quotation.”
- All items in the source document will be fully transferred to the target document (e.g., Invoice).
- Review the item details and click Save to complete the transfer.
b. Partial Transfer
- Open the document and choose “Transfer from Quotation.”
- Select specific items or quantities to transfer by manually adjusting the quantities.
- The system allows you to transfer part of the document to one or multiple other documents.
Modern Transfer
The Modern Transfer Method is quicker and involves fewer steps.
a. Full Transfer
- Right-click the document (e.g., Quotation) and choose Full Transfer.
- The system will transfer all items to the chosen target document (e.g., Sales Order, Invoice).
- Confirm the details and save the transfer.
b. Partial Transfer
- Right-click the document and choose Partial Transfer.
- Select the items or quantities to transfer.
- Repeat the process if you need to transfer the remaining items in the future.
Working with Full Transfers
How to Create a Full Transfer from a Quotation
- Create a new Quotation.
- Right-click on the Quotation and select Full Transfer to the target document (e.g., Sales Order or Invoice).
- The system will automatically transfer all the items.
- Review the “Transfer To” column to ensure the transfer is completed.
Merging Items During Full Transfer
- You can enable the Merge Item Detail option to consolidate similar items from multiple documents into one line.
- This helps simplify your target document by combining identical items.
Confirming Full Transfers
After completing the transfer, verify the document number in the “Transfer To” column. This confirms the process was successful.
Working with Partial Transfers
How to Create a Partial Transfer
- Open the document (e.g., Quotation) you wish to partially transfer.
- Right-click and choose Partial Transfer.
- Select specific items or quantities to transfer.
- Confirm and save the transfer.
Completing Multiple Transfers from One Document
You can perform multiple partial transfers from the same source document. Each time you make a transfer, the system will update the remaining quantities, allowing you to transfer the rest later.
Using the "Transfer To" and "Transfer From" Columns
These columns track the relationship between your source and target documents, showing you how much of the document has been transferred and where.
Tracking Incomplete Transfers
Outstanding Listing Report
To track incomplete or pending transfers, AutoCount provides an Outstanding Listing Report.
How to Access the Report
- Open the relevant module (Sales or Purchase).
- Click on the Print Listing option.
- Choose the Outstanding Sales Order Listing (or another document type).
This report shows details on incomplete transfers, including quantities and document references.
Identifying The Transferred Status
Recognizing Transfer Status with Color Labels
The system uses a straightforward color-coding scheme to help users quickly understand transfer statuses:
- Blue Label: Indicates a Full Transfer. Users can assume that all quantities associated with this document have been fully processed, with no outstanding items left to transfer.
- Yellow Label: Indicates a Partial Delivery. Quantities are still pending, so users should monitor or plan for further transfers to complete the delivery process.
These color labels offer a visual way to gauge transfer completeness at a glance, reducing the need to open each document individually.
Using the "Check Transferred Status" Button
The “Check Transferred Status” button provides additional, detailed information about each document’s transfer status:
- Full Transfer Status: When you click the button, it will confirm that all items have been moved, with no further quantities pending. This is especially useful for verifying that a transaction is entirely complete.
- Partial Transfer Status: If the transfer is only partial, this button will display the quantities already transferred and those still outstanding. This feature is essential for managing resources, planning for follow-up deliveries, or ensuring timely inventory updates.
Navigating Related Documents with the View Flow Function
The View Flow function allows users to see the chain of related documents associated with each transfer. This function is accessible from the document’s main page and helps track the flow of items between multiple records:
- Flow Indicators: Arrows or icons on the document page show the type of transfer made, giving users an immediate sense of the document’s relationship to previous or subsequent records.
(enlarged for easy viewing)
By using the View Flow function, users can easily monitor the status of item transfers across documents, identify bottlenecks in the delivery process, and understand where further action might be required.
Managing Access Rights
Restricting Transfer Permissions
Administrators can limit which users can perform transfers. For instance, if a user doesn’t have permission to transfer from a quotation to a sales order, they will be restricted.
Granting Users the Right to Transfer Documents
To grant permissions:
- Navigate to the user access settings.
- Allow the specific user or group the ability to transfer documents (e.g., from Quotation to Sales Order).
Advanced Features
Over Transfer of Quantities
AutoCount allows for over transfers in certain scenarios, meaning users can transfer more items than were originally specified in the source document.
Enabling Over Transfer in Partial Transfers
- Navigate to Options > Customize Invoicing.
- Enable the Over Transfer of Quantity in Partial Transfer option.
Working with Over Transfer Scenarios
For example, when processing a Purchase Order, if you need to receive more items than ordered, you can over-transfer them to the Goods Received Notes (GRN).
Conclusion
The Full and Partial Transfer features in AutoCount Accounting 2.0 offer users flexibility and efficiency in managing sales and purchase documents. Whether performing full or partial transfers, the system is designed to streamline document management, reduce manual input, and increase accuracy.
FAQs
A full transfer moves all items from one document to another, while a partial transfer allows you to move only selected items or quantities.
No, transfers are final, but you can manually adjust subsequent documents if needed.
Use the Outstanding Listing Report to track pending or incomplete transfers.
AutoCount restricts modifications to source documents after a transfer, but you can enable permissions to edit transferred items if necessary.
Modify user access rights in the system settings to grant or restrict transfer functionality.