Set up transfer groups

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The following describes the process of setting up the transfer groups your company intends to use. This program is preloaded at installation with all the transfer groups to be used for transferring accounting transactions from Distribution to Financials.

In this program you define voucher information, which is used in Financials to control the numbering of the accounting transactions when they are posted in Financials.

Tip: Since you can trace transactions in Financials by voucher type, it is appropriate to define a separate voucher type for each transfer group.

Technical description
When an accounting transaction is created in Distribution, the Bookkeeping transaction file (SROBTR) is updated. The Routine ID field in the Bookkeeping transaction file defines the routine that created the accounting transaction. Routine ID is equal to Transfer group.

Prerequisites
Before you set up this program, you must have defined the different voucher types you intend to use in Work with voucher types.

The program contains eighteen transfer groups of which eleven are purely for Distribution. You are not allowed to add new transfer groups.

You do not need to define information for those transfer groups your company will not use. The different transfer groups create accounting transactions in the following routines in Distribution:

Transfer group Routine in Distribution
CA01 When a cash sales receipt is printed in the Sales order routine.
GR02 When you receive goods in the Purchase order routine.
IN01 When you invoice sales orders in the Sales order routine (not cash sales).
IR01 When you deliver goods on an internal sales order, using the Internal Replenishment order routine.
IR02 When you receive goods on an internal purchase order, using the Internal Replenishment order routine.
PC01 If:

– the cost type is Standard cost and the Standard cost field in the Item file is changed
– a cost price is changed on a Non-conforming certificate in the Non-conforming stock routine.

PC02 If the cost type is Average purchase cost and a cost change occurs.
RE01 When goods are entered on a return to supplier order in the Purchase order routine.
ST01 When difference occurs when counting stock in the Stock take routine.
ST02 When stock is adjusted, using the Work with inventory menu item.
ST03 When goods are moved internally in the company, using the Enter stock movements menu item.

If, for example, you do not intend to use the Internal Replenishment Order routine, you do not have to define information for transfer groups IR01 and IR02.

The program also contains two transfer groups for the add-on application Supplier Marketing Support. These two different transfer groups create accounting transactions in the following routines in Distribution:

Transfer group Routine in Distribution
IN20 When you invoice sales orders with rebates in the Sales order routine or when rebate transactions are deleted in the rebate transaction routine in Supplier Marketing Support.
SM01 When you claim rebates from a rebate payer using the A/P claim method in the rebate claim routine in Supplier Marketing Support or when you are crediting claim rebates for the A/P claim method in the rebate claim routine.
  1. Select the Work with transfer groups menu item.
  2. On the initial panel, the preloaded transfer groups are listed. To define information for a transfer group, double click on the applicable line.
  3. You access the detail panel. Complete the following fields:
  4. Voucher type
    Enter the voucher type you want to use. The voucher type must exist in Work with voucher types. All accounting transactions created by this transfer group will show this voucher type when they are posted in Financials.
    Note: It is important that the voucher type set-up for the transfer group SM01 is the same as the voucher type set-up for the interface type SMT. If this is not the case, the transfer to Financials will go in error for the G/L journal.
    Voucher break level
    Two options are allowed:
    Break level Description
    1 Use this if you want all accounting transactions within the same transfer group, in the same year and journal, to receive the same voucher number when they are posted in Financials. This option is allowed for all transfer groups.
    2 This option is only allowed for transfer group IN01. Use this if you want the voucher number and the document number to be the same when they are posted in Financials.

    If you select break level 2, the voucher number series for the voucher type entered on this panel must have the same number range as the invoice number range in Distribution. The voucher number series is defined in Work with voucher number series and the invoice number series is defined in Work with number series. In addition, invoices and credit notes have to use the same number series. This is defined in the DIS control file. See Set up the accounting environment in Financials.

    Click OK to update and continue with the next transfer group.

    Interface type table

    The information in this program is used to define how to transfer the G/L postings and invoices from different pre-systems to the G/L, A/R and A/P in Financials. This is done using a different interface program than the normal accounting transaction transfer from Distribution to Financials.

    For the dependant Supplier Marketing Support application this interface is used for claim method P (A/P rebate claim) to transfer A/P transactions to Financials. For this routine to work an entry must be added for the SMS A/P interface. See Set up interface types.

    Required data in the entry for SMS A/P interface is the following, which must not be changed:

    Interface type SMT
    Voucher break level 1
    Summary code N
    Document type __
    Identity SM
    System identity A/P

    Optional data in the entry for SMS A/P interface:

    Description SMS A/P Interface
    Voucher type SM

    Note: It is important that the voucher type set-up for the transfer group SM01 is the same as the voucher type set-up for the interface type SMT. If this is not the case, the transfer to Financials will go in error for the G/L journal.

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