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Transfer or Reallocate Payment

Quick Start

🔄 Need to move payment allocations? Transfer payments between GAUs, invoices, or accounts to correct misallocations.

  1. Choose transfer type → 2. Split if partial → 3. Use Transfer/Reallocate → 4. Configure new allocations → 5. Save

What you'll accomplish: Reallocate payment funds from one designation to another, handling both full payment transfers and partial transfers through payment splitting in about 10 minutes.

🚀 Quickstart​

For Full Payment Transfer:

  1. Open payment record and click "Transfer/Reallocate"
  2. Select new designation(s) and allocate 100% to new selection
  3. Save to apply new allocation

For Partial Payment Transfer:

  1. Split payment first to isolate transfer portion
  2. Transfer the specific split payment to new designation
  3. Save to complete partial reallocation

⚠️ Before You Start​

📋 Prerequisites Checklist
  • You have access to the Financials permission set
  • Payment is posted and not currently refunded or voided
  • You know the target designation for the transfer
  • Transfer destination (GAU, invoice, account) exists and is active
  • You understand whether this is a full or partial transfer

💡 Understanding Payment Transfers​

Transfer vs Other Payment Actions:

  • Transfer/Reallocate: Move payment to different GAU or invoice
  • Split: Divide payment into separate records
  • Void: Cancel payment entirely
  • Refund: Return money to member

Full vs Partial Transfers:

  • Full Transfer: Move entire payment to new designation
  • Partial Transfer: Move portion of payment (requires split first)

Common Transfer Scenarios:

  • Correction: Payment was allocated to wrong GAU or invoice
  • Member Request: Member wants to change designation
  • Account Consolidation: Moving payments between family accounts
  • Fiscal Year: Moving payments between fiscal periods

📘 Detailed Instructions​

Option 1: Full Payment Transfer​

Use this when transferring the entire payment to a new designation.

Step 1: Access Payment Record​

  1. Navigate to the payment record through:
    • Account payment related list
    • Payment reports or searches
    • Global search by payment reference
  2. Open the payment record to verify details

Step 2: Initiate Transfer​

  1. Click the "Transfer/Reallocate" button on the payment record
  2. Wait for the transfer interface to load

Step 3: Configure New Allocation​

💰 Transfer Allocation Options

Allocation Methods:

  • Single GAU: Transfer 100% to one new GAU
  • Multiple GAUs: Split between several GAUs (totaling 100%)
  • Different Invoice: Move to specific invoice on same or different account
  • Different Account: Transfer to another member's account

Allocation Fields:

  • GAU: General Accounting Unit for categorization
  • Amount: Dollar amount (must total original payment)
  • Description: Reason for transfer
  • Invoice: Specific invoice allocation (if applicable)
  1. Select new designation(s) for the payment
  2. Allocate 100% of the original payment amount
  3. Add description explaining the transfer reason
  4. Review allocation totals for accuracy

Step 4: Complete Transfer​

  1. Verify all allocations total the original payment amount
  2. Click "Save" to apply the new allocation
  3. Confirm transfer success message

Option 2: Partial Payment Transfer​

Use this when transferring only part of a payment to a new designation.

Step 1: Split the Original Payment​

Split Required for Partial Transfers

Partial transfers require splitting the payment first to isolate the portion being transferred.

  1. Follow the Split a Payment process
  2. Configure split amounts:
    • Transfer portion: Amount to be reallocated
    • Remaining portion: Amount staying with original allocation
  3. Complete the split process

Step 2: Transfer the Split Payment​

  1. Navigate to the split payment representing the transfer portion
  2. Click "Transfer/Reallocate" on this specific payment
  3. Configure new allocation as described in Full Transfer steps
  4. Save to complete the partial transfer

✅ How to Know It Worked​

Success Indicators:

  • ✅ Payment shows new allocation in payment record
  • ✅ Original designation shows reduced or removed allocation
  • ✅ New designation shows added payment allocation
  • ✅ Account balances reflect the transfer
  • ✅ Audit trail shows transfer activity

Verification Steps:

  • Check payment record for updated allocations
  • Review GAU reports to confirm allocation changes
  • Verify invoice impacts if transferring between invoices
  • Confirm account balances are accurate after transfer

🆘 Troubleshooting​

❌ Transfer/Reallocate Button Missing

Problem: Cannot find Transfer/Reallocate button on payment

Solutions:

  • ✅ Check permissions - ensure Financials permission set access
  • ✅ Verify payment status - payment must be posted and not voided
  • ✅ Review page layout - button may not be added to layout
  • ✅ Check payment locks - active processes may prevent transfers
❌ Allocation Amounts Don't Balance

Problem: New allocations don't total original payment amount

Solutions:

  • ✅ Recalculate totals - ensure math adds up correctly
  • ✅ Check decimal precision - verify exact amounts
  • ✅ Review currency format - ensure consistent formatting
  • ✅ Clear and re-enter amounts if calculation errors persist
❌ Target Designation Not Available

Problem: Desired GAU or invoice doesn't appear in selection

Solutions:

  • ✅ Verify GAU is active - inactive GAUs won't appear
  • ✅ Check permissions - ensure you can view target GAU
  • ✅ Review invoice status - invoice must be active for allocation
  • ✅ Confirm fiscal year - GAU may be configured for different periods
❌ Transfer Processing Fails

Problem: Error occurs when saving transfer

Solutions:

  • ✅ Check validation rules - may prevent certain transfers
  • ✅ Verify no payment locks from other processes
  • ✅ Review field requirements - ensure all required fields completed
  • ✅ Contact administrator for technical assistance

💡 Best Practices​

Payment Transfer Best Practices
  • 📝 Document Reasons - Always explain why transfer was needed
  • 🔍 Verify Destinations - Confirm target GAU/invoice is correct
  • ⏰ Process Promptly - Handle transfers quickly to maintain accuracy
  • 📊 Track Patterns - Monitor transfer frequency to improve processes
  • 📞 Communicate - Inform relevant staff of significant transfers
  • 📋 Regular Reviews - Audit transfers to ensure proper procedures

Transfer Management Tips:

  • Use descriptive notes when documenting transfer reasons
  • Coordinate with finance team for large or unusual transfers
  • Maintain audit trail of all transfer decisions
  • Train staff on proper transfer procedures

Common Transfer Scenarios:

  • Member designation changes - Donor wants to redirect support
  • Administrative corrections - Fix data entry or processing errors
  • Account consolidations - Move between family member accounts
  • Fiscal management - Optimize fund allocations

Avoid These Issues:

  • Unauthorized transfers - Always get proper approval
  • Incomplete documentation - Record clear transfer reasons
  • Balance inconsistencies - Verify all amounts before saving
  • Communication gaps - Keep stakeholders informed

🔗 Related Actions​