Automatic Transfer

The SVE Municipality Automatic Transfer System is a specialized module within Microsoft Dynamics Business Central designed for municipal accounting. It automates financial transfers between different departments or cost centers within a municipality, ensuring accurate financial reporting and reducing manual intervention.

Key Features

Automated Department Transfers: Automatically process transfers between municipal departments
Dimension-Based Processing: Uses Business Central's dimension functionality for department tracking
Monthly Processing: Processes transfers on a monthly basis within specified years
Error Handling: Can either automatically post differences or flag errors for manual review
Cash Management: Special handling for departments that maintain cash balances
Audit Trail: Full integration with Business Central's posting and audit capabilities

Business Purpose

This system helps municipalities:

Maintain accurate departmental financial records
Automate routine inter-department transfers
Ensure compliance with municipal accounting standards
Reduce manual data entry errors
Provide clear audit trails for financial transfers

System Prerequisites

Business Central Requirements

Microsoft Dynamics Business Central (BC14 or later)
General Ledger module access
Dimension management functionality
Journal posting permissions

User Permissions

Users need the following permissions:

Read access to Sve Automatic Transfer table
Read/Write access to General Journal functionality
Modify access to G/L Entries
Execute permission on Sve Automatic Transfer codeunit

Setup Dependencies

Before using the system, ensure the following are configured:

Municipality Setup record exists
Dimension Values are properly configured for Global Dimension No. 1
G/L Accounts exist for debit and credit posting
General Journal Templates and Batches are set up

Setup and Configuration

Municipality Setup Configuration

Navigate to Municipality Setup and configure the following fields:

Required Fields

Automatic Transfer On: Enable/disable the automatic transfer functionality
Transfer Template: Select the General Journal Template for transfer postings
Transfer Jnl Batch: Specify the journal batch name for transfers
Transfer Doc. No.: Set the document number for transfer entries

Setup Steps

Open Municipality Setup page
Set Automatic Transfer On to Yes
In Transfer Template, select an existing journal template (must have a source code)
Specify Transfer Jnl Batch name
Enter Transfer Doc. No. pattern for document numbering

Dimension Configuration

Ensure your dimensions are properly configured:

Navigate to: Dimensions → Dimension Values
Verify: Global Dimension No. 1 contains all department codes
Ensure: Each department has a unique code and descriptive name

Example dimension setup:

CODE

Code: DEPT001    Name: Finance Department
Code: DEPT002    Name: Public Works
Code: DEPT003    Name: Administration
Code: DEPT004    Name: Social Services

User Interface Guide

Accessing the Automatic Transfer Page

Search: Type "Automatic Transfer" in the search box
Navigate: Administration → Automatic Transfer
Direct URL: Page 10008089 "Sve Automatic Transfer"

Page Layout

The Automatic Transfer page displays a list with the following columns:

Main Fields

Dim. Code - from: Source department code
Dim. Code - to: Target department code
Dim. 1 Name: Descriptive name of the source department (auto-populated)
Method: Transfer processing method (Post difference / Create error)

Account Configuration

Debet Dimension 1 Code: Department code for debit entries
Debet Account: G/L Account for debit posting
Credit Dimension 1 Code: Department code for credit entries
Credit Account: G/L Account for credit posting

Special Options

Keeping Cash: Indicates if this department maintains cash balances
Cash Dimension: Department code for cash management
Own Capital Dim: Department code for capital accounts

Actions Available

Main Action: Post Transfer (F9)

Function: Manually execute transfer processing
Shortcut: F9 key
Location: Actions → Functions → Post Transfer

Creating Transfer Rules

Step-by-Step Process

1. Create New Transfer Rule

Open Automatic Transfer page
Click New to create a new record
Fill in the required fields

2. Configure Source and Target

CODE

Dim. Code - from: [Source Department Code]
Dim. Code - to: [Target Department Code]

3. Set Processing Method

Choose one of the following methods:

Post difference: Automatically create and post journal entries for differences
Create error: Stop processing and display error message when differences are found

4. Configure Accounts

Specify the G/L accounts and dimensions for posting:

CODE

Debet Dimension 1 Code: [Department for debit posting]
Debet Account: [G/L Account for debit side]
Credit Dimension 1 Code: [Department for credit posting]  
Credit Account: [G/L Account for credit side]

5. Special Configurations (Optional)

Set Keeping Cash if department maintains cash
Specify Cash Dimension for cash-related transfers
Define Own Capital Dim for capital account transfers

Example Configuration

CODE

Transfer Rule Example:
Dim. Code - from: DEPT001 (Finance)
Dim. Code - to: DEPT002 (Public Works)
Method: Post difference
Debet Dimension 1 Code: DEPT002
Debet Account: 2000 (Accounts Payable)
Credit Dimension 1 Code: DEPT001
Credit Account: 1000 (Cash Account)
Keeping Cash: No

Processing Transfers

Automatic Processing

The system runs automatically when:

Municipality Setup has "Automatic Transfer On" enabled
The codeunit is triggered by scheduled job or event
All required setup fields are populated

Manual Processing

Running Manual Transfer

Open Automatic Transfer page
Click Post Transfer (or press F9)
Select the year for processing in the period selection dialog
Click OK to execute

Processing Logic

The system follows this sequence:

Validation: Checks all setup requirements
Year Selection: Prompts user to select processing year
Monthly Processing: Iterates through all 12 months of the selected year
Department Analysis: For each transfer rule:
- Filters G/L entries by department dimension and date range
- Calculates total amounts for the month
- Rounds amounts to whole numbers
Action Execution: Based on method setting:
- Post difference: Creates and posts journal entry
- Create error: Displays error message with details

Processing Results

Successful Processing

Journal entries are created and posted
Document numbers follow the configured pattern
Posting date is set to the end of each processed month
Description: "Automatic transfer between departments."

Error Conditions

When Create error method is used, the system displays:

CODE

Department posting does not match setup condition:
From department: [Source Dept]
To department: [Target Dept]  
Difference: [Amount]

Troubleshooting

Common Issues and Solutions

Error: "Year is not specified"

Cause: Year parameter is missing or zero Solution:

Ensure manual run is executed properly
Check that year selection dialog completed successfully
Verify date calculations in the system

Error: "Field must have a value"

Cause: Required setup fields are empty Solution:

Check Municipality Setup configuration
Verify all transfer rule fields are populated
Ensure G/L accounts and dimensions exist

Error: "Source Code must have a value"

Cause: Journal template lacks source code Solution:

Navigate to General Journal Templates
Find the template specified in Municipality Setup
Add appropriate source code

Transfer Not Processing

Possible Causes:

Automatic Transfer On = No in Municipality Setup
No G/L entries exist for specified departments/periods
Transfer rule configuration incomplete

Solutions:

Enable automatic transfer in setup
Verify G/L entries exist for processing period
Complete all required fields in transfer rules

Validation Checklist

Before processing transfers, verify:

Municipality Setup is complete
All dimension codes exist in system
G/L accounts are valid and not blocked
Transfer rules have all required fields
User has posting permissions
Source and target departments have G/L activity

Technical Details

Database Structure

Table: Sve Automatic Transfer (10008070)

al

CODE

Primary Key: "Dim. Code - from"
Data Classification: CustomerContent

Field Relationships

Dimension codes link to Dimension Value table
G/L accounts link to G/L Account table
All dimension fields relate to Global Dimension No. 1

Processing Algorithm

Monthly Calculation Logic

al

CODE

For each month (1 to 12):
  Set date range: First day to last day of month
  Filter G/L entries by:
    - Department dimension (from → to range)
    - Date range
  Calculate sum of amounts
  Round to whole numbers
  If amount ≠ 0: Execute configured method

Journal Entry Creation

al

CODE

Journal Line Fields:
  - Line No.: Auto-incremented by 10,000
  - Template & Batch: From Municipality Setup
  - Posting Date: Last day of processed month
  - Document No.: From Municipality Setup
  - Account Type: G/L Account
  - Account No.: From transfer rule (Debet Account)
  - Bal. Account No.: From transfer rule (Credit Account)
  - Dimensions: From transfer rule configuration
  - Amount: Calculated difference (rounded)
  - Source Code: From journal template
  - System-Created Entry: Yes

Integration Points

Business Central Modules

General Ledger: Source of G/L entries for analysis
Dimensions: Department/cost center tracking
General Journal: Target for transfer postings
Source Codes: Audit trail identification

Custom Objects

Table: 10008070 "Sve Automatic Transfer"
Page: 10008089 "Sve Automatic Transfer"
Codeunit: 10008058 "Sve Automatic Transfer"
Enum: "Sve Activity" (for Method field)

Best Practices

Configuration Best Practices

1. Dimension Management

Use consistent naming conventions for department codes
Maintain clear descriptions for all dimension values
Regular review and cleanup of inactive dimensions

2. Account Structure

Separate G/L accounts for different transfer types
Consistent account numbering across departments
Clear account descriptions for audit purposes

3. Transfer Rules

Document business purpose for each transfer rule
Regular review of transfer configurations
Test new rules in a non-production environment

Operational Best Practices

1. Processing Schedule

Run transfers during off-peak hours
Process one year at a time for better performance
Maintain regular processing schedule (monthly/quarterly)

2. Error Handling

Use "Create error" method initially to validate rules
Switch to "Post difference" after thorough testing
Monitor error logs and resolve issues promptly

3. Audit and Control

Regular review of posted transfer entries
Reconcile transferred amounts with source documents
Maintain backup before major processing runs

Maintenance Recommendations

Monthly

Review processing results
Verify all expected transfers completed
Check for new departments requiring transfer rules

Quarterly

Analyze transfer patterns and amounts
Update transfer rules for organizational changes
Review system performance and optimize if needed

Annually

Archive old processing data
Update documentation for any system changes
Review and test disaster recovery procedures

Support Information

System Module: SVE Municipality Automatic Transfer Business Central Objects:

Table 10008070
Page 10008089
Codeunit 10008058

Documentation Version: 1.0 Last Updated: [Current Date]

This manual is specific to the SVE Municipality Automatic Transfer system within Microsoft Dynamics Business Central. For general Business Central questions, refer to Microsoft documentation.