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Transfer Payment Between Accounts

Quick Start

🏠 Need to move payment between accounts? Transfer payments from one household to another while maintaining proper allocation and audit trails.

  1. Open Financial Utilities → 2. Search source account → 3. Select Transfer → 4. Configure destination → 5. Reallocate amounts

What you'll accomplish: Move an existing payment from one member account to another account, handling export status implications and maintaining accurate financial records in about 15 minutes.

🚀 Quickstart​

  1. Navigate to Financial Utilities tab
  2. Search for account with payment to transfer
  3. Click "Transfer" option and select payment
  4. Choose destination account and configure settings
  5. Allocate payment amounts to destination invoices

⚠️ Before You Start​

📋 Prerequisites Checklist
  • Payment already exists on source account
  • You have access to Financials permission set
  • Destination account exists and is active
  • You understand export status implications
  • Source and destination invoices are available for allocation
  • Transfer is authorized and documented
Export Status Impact

The exported status of the payment significantly impacts how the system handles the transfer. Exported payments require additional accounting entries that cannot be reversed. Ensure you understand the implications before proceeding.

💡 Understanding Payment Transfers​

When to Transfer Payments:

  • Account consolidation - Moving between family member accounts
  • Error correction - Payment was posted to wrong household
  • Family changes - Divorce, marriage, or custody arrangements
  • Administrative restructuring - Account reorganization

Transfer vs Other Actions:

  • Transfer Between Accounts: Moves payment to different household
  • Reallocate Within Account: Changes GAU/invoice within same account
  • Split Payment: Divides payment into multiple records
  • Void Payment: Cancels payment entirely

Export Status Implications:

  • Not Exported: Clean transfer with original payment deletion
  • Exported/Pending: Complex process with void entries and new payment creation

📘 Detailed Instructions​

Step 1: Access Financial Utilities​

  1. Navigate to the Financial Utilities tab in Salesforce
  2. Verify you have access to transfer functions
Financial Utilities Access

If you don't see Financial Utilities, contact your administrator about Financials permission set access.

Step 2: Locate Source Payment​

  1. Search for the account that currently has the payment
  2. Select the account from search results
  3. Click the "Transfer" option to open transfer interface

Step 3: Select Payment to Transfer​

  1. Review available payments on the source account
  2. Select the specific payment you want to transfer
  3. Click "Next" to proceed to transfer configuration
💳 Payment Selection Criteria

Available for Transfer:

  • ✅ Posted payments with valid amounts
  • ✅ Payments not currently locked by other processes
  • ✅ Payments with clear allocation history

Not Available for Transfer:

  • ❌ Voided or refunded payments
  • ❌ Payments currently being processed
  • ❌ Payments with unresolved allocation issues

Step 4: Configure Transfer Settings​

Destination Account:

  1. Select the "Account to Transfer to" field
  2. Choose the destination household/account
  3. Verify the correct account is selected

Payment Attribution:

  1. Review "Original account pays invoices" toggle
  2. Enable if original account should remain as "Paid By Household"
  3. Leave disabled if destination account is the payer

Transfer Date:

  1. Set the "ReAllocation Date"
  2. This date becomes the "Date of Action" on new payment
  3. Choose appropriate date for financial reporting

Step 5: Allocate Payment to Destination Invoices​

📋 Payment Allocation Requirements

Allocation Rules:

  • Complete allocation required - Must allocate entire payment amount
  • Valid invoices only - Can only allocate to active invoices
  • Balance validation - Total allocations must equal payment amount
  • Invoice capacity - Cannot exceed remaining balance on invoices

Allocation Strategy:

  • Oldest first - Pay oldest outstanding invoices
  • Specific designation - Apply to particular invoice types
  • Equal distribution - Spread across multiple invoices
  • Member preference - Follow specific allocation requests
  1. Review available invoices on destination account
  2. Enter allocation amounts for each relevant invoice
  3. Ensure total allocations equal the full payment amount
  4. Verify no invoice allocations exceed remaining balances
Complete Allocation Required

You cannot complete the transfer until the entire payment balance has been allocated to invoices on the destination account. For partial transfers, split the payment first, then transfer the specific portion.

Step 6: Complete Transfer Process​

  1. Review all transfer settings and allocations
  2. Verify amounts and accounts are correct
  3. Click "Complete Transfer" to execute
  4. Wait for system confirmation

📊 Understanding Transfer Behavior by Export Status​

For "Not Exported" Payments​

System Actions:

  • ✅ Original payment deleted from source account
  • ✅ New payment created on destination account
  • ✅ Clean transfer with no additional records
  • ✅ Simple audit trail showing transfer activity

For "Exported" or "Pending Export" Payments​

System Actions:

  • ✅ Original payment changed to "Void" status
  • ✅ Negative void entries created for all line items on source account
  • ✅ New payment created on destination account with specified amounts
  • ✅ "ReAllocation" batch created for export to financial system
Complex Export Process

Exported payments create multiple accounting entries that must be exported to your financial system. This process cannot be easily reversed.

✅ How to Know It Worked​

Success Indicators:

  • ✅ Transfer confirmation message appears
  • ✅ Payment appears on destination account
  • ✅ Source account shows appropriate changes (deletion or void)
  • ✅ Allocation amounts match transfer configuration
  • ✅ Export records created if applicable

Verification Steps:

  • Check destination account for new payment record
  • Review source account for payment status changes
  • Verify invoice allocations are correct
  • Check export queue for new records (if applicable)
  • Confirm audit trail documents transfer

🆘 Troubleshooting​

❌ Financial Utilities Not Available

Problem: Cannot access Financial Utilities tab

Solutions:

  • ✅ Check permissions - ensure Financials permission set access
  • ✅ Verify tab visibility - Financial Utilities may need to be added to app
  • ✅ Contact administrator - request access to financial tools
  • ✅ Check user profile - confirm appropriate financial permissions
❌ Payment Not Showing for Transfer

Problem: Cannot find payment in transfer selection

Solutions:

  • ✅ Verify payment status - must be posted and not voided
  • ✅ Check account selection - ensure correct source account
  • ✅ Review payment locks - may be locked by other processes
  • ✅ Confirm payment exists - verify payment record in source account
❌ Cannot Allocate Full Amount

Problem: Not enough invoice capacity for full payment

Solutions:

  • ✅ Review invoice balances - ensure sufficient remaining amounts
  • ✅ Create additional invoices - if needed for full allocation
  • ✅ Split payment first - transfer partial amount if appropriate
  • ✅ Check invoice status - ensure invoices are active and available
❌ Transfer Processing Fails

Problem: Error occurs during transfer completion

Solutions:

  • ✅ Check validation rules - may prevent certain transfers
  • ✅ Verify all required fields - ensure complete configuration
  • ✅ Review system constraints - check for conflicting processes
  • ✅ Contact technical support - for complex transfer issues

💡 Best Practices​

Payment Transfer Best Practices
  • 📝 Document Everything - Record clear reasons for all transfers
  • 🔍 Verify Carefully - Double-check all accounts and amounts
  • ⏰ Plan Timing - Consider export schedules and fiscal periods
  • 📞 Communicate - Inform affected parties of transfer
  • 📊 Monitor Results - Follow up to ensure transfer worked correctly
  • 📋 Regular Training - Keep staff updated on transfer procedures

Transfer Management:

  • Get proper authorization before executing transfers
  • Coordinate with finance team for significant transfers
  • Maintain detailed audit trail of all transfer decisions
  • Test transfer process with small amounts first

Common Transfer Scenarios:

  • Family account consolidation after marriage
  • Account separation after divorce
  • Error correction for misposted payments
  • Administrative reorganization of household structures

Compliance Considerations:

  • Maintain donor intent when transferring charitable contributions
  • Follow organizational policies for transfer authorization
  • Document legal requirements for family account changes
  • Preserve audit trail for financial examinations

🔗 Related Actions​