Transfer Work Task Transactions

Explanation

This activity is used to transfer work task transactions of type Personnel, Time, Tools, External and Expenses to IFS/Accounting Rules. It is possible to either transfer the transactions directly, or by schedule the task to run as a background job.

The work task transaction is included when transactions are transferred to finance until it has been marked as finally posted. This means that already transferred transactions are included since the transfer executes several transaction-related actions. This can be the result of a transfer;

• Work task transactions with postings in status Valid are transferred. The status of the transaction is updated to Transferred.
• The work task transaction is evaluated / and reposted if needed.
• If the work task transaction has a WIP cost code, the defined WIP reversal condition is checked and if it has been met, the cost is released from the WIP account and reposted to its final account.
• The work task transaction is evaluated / and set to Finally Posted if all conditions are met.

These bullets are explained in more details in the below sections

The work task transaction is updated to status Transferred

• Work task transactions in status Authorized or Reposted with postings in status Valid are updated to status Transferred.
• When transferred, vouchers are created in IFS/Accounting Rules and updated to the transaction's postings in Work Task Transaction/Accountings.
• If the accounting period is closed for the date that the transaction is transferred to, it will automatically be moved to the first date in the next open period.

The work task transaction is evaluated if reposting is needed

• Transferred work task transaction will be evaluated /and reposted if required. If reposted, the transaction is updated to status Reposted, and the postings to status Valid or Error.  If reposting is not required, then status will remain as it was before the transfer. Work task transactions with these statuses are checked if reposting is needed;
  • Work task transaction is in status Transferred with postings is in status Transferred and a voucher no on the posting line.
• The work task transaction is reposted in the following situations;
  • If there is a difference in the code string:
    Reposting is an automated function where the existing posting information on the work task transaction is compared with the current setup in posting control, the work task pre-posting and other information on the work task to determine the current posting information. If there is a difference, then the work task transaction is reposted.
  • If the WIP reversal condition has been met:
    If met, then the work task transaction is reposted. New posting lines are created on the work task transaction that will reverse the WIP posting and create a new posting for the final postings. In the same way as described in the above section, the work task transaction needs to be transferred to finance for the changes to take effect. When transferring a reposted work task transaction, the status is updated to Transferred.

The work task transaction is marked as Finally Posted

• The Work Task status is Finished.
• The Work task transaction is transferred and have postings in status Transferred or Not Applicable, with a voucher on the posting line.
• Reposting is not needed.
• The work task transaction does not have a WIP cost code.

Prerequisites

• Work task transactions for transaction type: Personnel, Tools, External, Expenses must be in status Authorized and the posting line status Valid, before transferred to finance.
• To be evaluated for reposting, the transactions have to be transferred to finance.
• To release the WIP to final accounts, the conditions listed in the description above have to be met.
• To mark the work task transaction as finally posted, the conditions listed in the description above have to be met.
• For work task transactions of type Personnel, where employee is connected to an employee category with 'Use Job Rate Management' set to Yes, the Job Cost Calculation needs to be completed before transferring the transactions to finance.

System Effects

• As a result of this activity work task transactions are transferred to IFS/Accounting Rules before further transferring them to IFS/General Ledger, the related voucher numbers will be displayed against the relevant accounting line in the Work Task Transaction/Accounting tab.
• A transaction in status Authorized or Reposted is updated to status Transferred.
• Transferred transactions in status Transferred or Not Applicable is reposted if needed.
• Transferred transactions are ready to be further transferred to IFS/General Ledger.
• Transferred transactions will be marked as finally posted if all conditions are met.
• If the WIP reversal conditions are met, the transaction is reposted to its final accounts (as defined in posting control). The work task transaction status is updated to Reposted.
• The work task transaction/cost line is marked as finally posted, of all conditions has been met.

Window

Transfer Work Task Time Transactions
Transfer Work Task Tool/Equipment Transactions
Transfer Work Task Expense Transactions
Transfer Work Task External Transactions
Work Task Cost
Work Task Transaction
Work Task Transactions

Related Window Descriptions

Transfer Work Task Time Transactions
Transfer Work Task Tool/Equipment Transactions
Transfer Work Task Expense Transactions
Transfer Work Task External Transactions
Work Task Cost
Work Task Transaction
Work Task Transactions

Procedure

1. Open the following dialog boxes depending on the transaction types you wish to transfer:
   
   Transfer Work Task Time Transactions for transferring time transactions of type Personnel cost.
   Transfer Work Task Tool/Equipment Transactions for transferring tools transactions of type Tool/Equipment cost.
   Transfer Work Task Expense Transactions for transferring expense costs of type Expense cost.
   Transfer Work Task External Transactions for transferring external costs of type External cost.
   
   Default values will be displayed for the Company, User Group, Voucher Type, Site and To Date fields. These values can be modified as required.
2.  Change the value in the Site field if required. Use the List of Values to select a suitable value.
3. If the One Voucher Per Date field is selected, one voucher will be created per Date Applied for all transactions. Alternatively select One Voucher For All Dates to group all transactions with date included in the transfer (From/To Date) into single voucher with specified Voucher Date. Selecting the latter will result in acquiring the value of the To Date as default. Any other date which is higher than To Date can also be selected. When creating a schedule task System Date is set as Voucher Date by default and the field is read only. Voucher Date Offset can be used to obtain vouchers of Voucher Date which is higher than System Date.
4. Change the value in the From Date field if required. The date determines from when you want to transfer the transactions.
5. Change the value in the To Date field if required. The date determines as to up to when you want to transfer the transactions. A given date must be equal or higher than From Date. System date is given as default.
6. Alternatively, you can click Default to display the default values defined by your administrator in IFS/Admin, Task Registration in place of step 2 and 3.
7. Click OK.

To schedule the transfers:

1. Open the dialog box for the transaction type for which you wish to schedule transfers.
2. Click Schedule and follow the steps in the wizard that appears.