Billing Transfers

Use the Transfer option on the Labor, Expenses, or Units tab of Interactive Billing to transfer labor hours and amounts, expense amounts, or unit amounts from project to project, or within the same project, without exiting Billing.

When you transfer a transaction, DPS creates a transaction that actually credits the source project, phase, or task and debits the project, phase, or task that is receiving the transfer. These credits and debits are reflected on the project reports for any project, phase, or task involved as well as on financials.

Your system administrator can configure Labor Billing Transfer Audit alerts in the Time folder in Settings > General > Company Alerts in the desktop application. When this alert is configured, affected employees (or their supervisor/administrator) receive an alert through the Notification Center when a line item on a timesheet has hours that are transferred from one project, phase, or task, or labor code to another. The employee can complete the transfer acknowledgment using Actions > Acknowledge Transfers on their timesheet form.

For transactions originally entered using Insert on the Labor, Expenses, or Units tab, transfers do not affect the project reports or financials. Similarly, the transfer of such transactions only affects Billing.

Billing labor transfers do not appear in Payroll. In some cases it is best to perform a reversing timesheet entry, rather than a labor transfer. For example, if your company uses multiple labor rates for the same employee and you perform a labor transfer from a project with one rate to a project with a second rate, the labor transfer will not update the rate as a reversing timesheet entry would. So if an employee has a rate of $30 an hour for Project A and $25 an hour for Project B, when you transfer labor from Project A to Project B, a $5 an hour reduction in pay should occur. This reduction will not occur if you perform a labor transfer. The rate of $30 will transfer to Project B.

When you select the transfer option, a dialog box displays that allows you to transfer transaction detail to another project or to reclassify transaction detail within a project.

If record-level security is applied to Billing, you can transfer detail only to projects available to you based on your role.
You must belong to a role with the proper access rights (Allow Transfer) to transfer transaction detail.
Transfers are reflected in your general ledger and on your project reports.
When you perform the first transfer for each type of transaction (labor, unit, expense) that will post to the project and general ledger, the posting sequence number used for posting the transfers can be viewed in the posting log.
If cost labor tables are enabled, the labor rate will not be recalculated at the time of the billing transfer if the original labor transaction has already been processed through adjust salaried job costing. The adjusted rate is used for the transfer.
If you have selected the Use reporting default terms for all projects option on the General tab of Configuration > Accounting > System Settings, the reporting default terms are used instead of billing terms for all transfers (as well as for any other project calculations such as Refresh Billing Extensions, unposted and posted timesheet transactions, and project reports).
If you use the Invoice Approvals feature: When you transfer a labor, expense, or unit transaction within a project or within a billing group in Interactive Billing or Interactive Approvals, the transferred transaction record retains the same status (New, Submitted, or Approved) as the original transaction. If you are transferring to a different project, the transferred transaction is assigned a New status.
If you are transferring an accounts payable expense that has already been paid, the payment is reversed and a payment to the transfer record is posted.

The data that you transfer and the reasons why you may need to perform a transfer depend on the type of transaction you are transferring.

A posting log is created each time that you transfer transactions to another project or within the same project during an Interactive Billing session. You preview and print the posting logs in the Transaction Center.

The following table lists information about billing transfers based on the transaction type:

Type	Transferable Information	Transfer from One Project to Another	Transfer Within the Same Project (Reclassify)
Labor	For labor transactions, you can transfer or reclassify transactions by entering a different project, phase, or task or labor code, and/or modifying regular, overtime, and secondary overtime hours. For example, you can reclassify a portion of the hours charged by an employee to a different labor code. This creates an additional line on the Labor tab of Interactive Billing with the labor code transferred to and the hours transferred. The Hours field on the original line is decreased by the number of new hours specified. Labor transfers may make credit adjustments when transferring labor to a project with a different effective date cost rate, if your company uses the Effective Date for Cost rates feature.	You can use the transfer feature to transfer labor transactions to another project if an employee charged the original labor transaction to the wrong project. Transferring labor hours from project to project, is equivalent to doing a negative and positive timecard, to correct hours that were charged to the wrong project, phase, or task.	You can use the transfer feature to transfer labor transactions within the same project to modify the labor transaction’s labor code from billable to non-billable or if the labor was simply charged to the wrong labor code.
Expenses	You can transfer or reclassify expense transactions by entering a different account, project, phase, or task, and/or amount. For example, you can reclassify (by a partial transfer) a portion of the expense amount charged to a different account. This creates an additional line on the Expenses tab of Interactive Billing with the account transferred to and the amount transferred. The Cost field on the original line is decreased by the amount specified in the transfer. Transfer Amounts but Not Units for Expenses in Interactive Billing	You can use the transfer feature to transfer expense transactions to another project if the original expense transaction was charged to the wrong project.	You can use the transfer feature to transfer expense transactions within the same project to modify the expense transaction’s account.
Unit	You can transfer a unit transaction by entering a different unit quantity. The transfer feature uses the current unit cost and billing rates to transfer the unit detail. However, you can change to your preferred rates prior to making the transfer.	You can perform a full or partial transfer of a unit transaction to another project.	You cannot transfer a unit transaction within the same project as you can with labor and expense transactions, because you cannot change the general ledger account. The general ledger posting account for a unit is entered in the associated unit table on the Unit Tables tab in Settings > General > General System. This account is retrieved from the unit table when the unit transaction is transferred.

Type

Transferable Information

Transfer from One Project to Another

Transfer Within the Same Project (Reclassify)

Labor

For labor transactions, you can transfer or reclassify transactions by entering a different project, phase, or task or labor code, and/or modifying regular, overtime, and secondary overtime hours.

For example, you can reclassify a portion of the hours charged by an employee to a different labor code. This creates an additional line on the Labor tab of Interactive Billing with the labor code transferred to and the hours transferred. The Hours field on the original line is decreased by the number of new hours specified.

Labor transfers may make credit adjustments when transferring labor to a project with a different effective date cost rate, if your company uses the Effective Date for Cost rates feature.

You can use the transfer feature to transfer labor transactions to another project if an employee charged the original labor transaction to the wrong project.

Transferring labor hours from project to project, is equivalent to doing a negative and positive timecard, to correct hours that were charged to the wrong project, phase, or task.

You can use the transfer feature to transfer labor transactions within the same project to modify the labor transaction’s labor code from billable to non-billable or if the labor was simply charged to the wrong labor code.

Expenses

You can transfer or reclassify expense transactions by entering a different account, project, phase, or task, and/or amount.

For example, you can reclassify (by a partial transfer) a portion of the expense amount charged to a different account. This creates an additional line on the Expenses tab of Interactive Billing with the account transferred to and the amount transferred. The Cost field on the original line is decreased by the amount specified in the transfer.

Transfer Amounts but Not Units for Expenses in Interactive Billing

You can use the transfer feature to transfer expense transactions to another project if the original expense transaction was charged to the wrong project.

You can use the transfer feature to transfer expense transactions within the same project to modify the expense transaction’s account.

Unit

You can transfer a unit transaction by entering a different unit quantity.

The transfer feature uses the current unit cost and billing rates to transfer the unit detail. However, you can change to your preferred rates prior to making the transfer.

You can perform a full or partial transfer of a unit transaction to another project.

You cannot transfer a unit transaction within the same project as you can with labor and expense transactions, because you cannot change the general ledger account. The general ledger posting account for a unit is entered in the associated unit table on the Unit Tables tab in Settings > General > General System. This account is retrieved from the unit table when the unit transaction is transferred.

For more information about billing transfers when you use QuickBooks integration, see Billing Transfers and QuickBooks Integration

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