New Complex Trasnfer job Aid

Purpose of the Document

This job aid will provide instruction for transferring money within your cost center or to
another cost center.

Procedures
1. From your task list, go to Cost Center execution tasks or VP & Department Execution tasks and select
the option “Manage Non-Workforce Transfers”

2. From the Task list Status screen, select the Cost Center, Department or VP you want to use to
initiate the transfer using the option “Select_CostCenter”.

3. After you have selected the cost center to initiate the transfer, look at the different transfer option
tabs available. Select the one that corresponds to the account group for the transfer you are trying
to execute.
• NPC Standalone
• VPC/VPS Transactional Budget
• COF O&M
• Other PC
4. Right click on any of the amounts and choose the option “Transfer [NPC Standalone budget]”

5. The system displays two adjustments that represent the transfers you can process at a time. Select
one of the two fields and enter a description ie: “Test 123” (this step is mandatory to process the
transfer). A red highlighted adjustment means that it this adjustment is currently in use and being
processed by SAP. Once SAP processes the transfer, the red adjustment will be turn white and be
available for use once again.

6. After you enter the description, click “save” . The adjustment will turn green as shown below:
7. Right click over the green adjustment field. The system will display two methods to process the
transfers:
• NPC Standalone Transfer Method 1
• NPC Standalone Transfer Method 2

METHOD 01
This method is very useful to balance all your activity/account/MBF combinations at the same time
inside a cost center. Also, it allows you to transfer funds to a different cost center.

In this initial screen, the system displays the information in two different tabs: “BE-NPC Standalone
Active accounts” and “BE-NPC Standalone All accounts”.

BE-NPC Standalone Active accounts shows all activities and accounts with balances. If you would like to
transfer funds to an account and activity without a balance, you should right-click on the activity and
select Apply Context. This will enable the BE-NPC Standalone All accounts with the selected activity and
allow you to enter budget in any account for that account group.

1. In case you need to transfer funds to an activity that does not displays in the screen, right click on
the Revised budget column and select option “Add activity”
2. A new window will open with prompts to select the desired activity. Use the far right icons to make
your selection of activity and account were you want to transfer funds. This new combination will
then become available in the screen.

3. Another option is to transfer funds to an outside area. That means you can transfer funds to a cost
center outside those for which you have access. To transfer to an outside Area, right click and select
the option “Transfer Funds Outside Area”

NOTE: You CAN transfer OUT funds from your own cost centers to other cost center, but you CAN’T
transfer IN funds from other cost centers to the ones you manage.

4. A new window with the prompts to enter the destination cost center, account, activity, MBF and
amount will display. Enter the information and click “Transfer”
5. To transfer funds, enter a negative amount in the account where you want to take the funds from
and a positive amount in the destination. Click save.

6. As you can perform multiple transfers at the same time with this method, a control panel is shown
in the bottom (Pending Transfers). Remember that the net effect of all transfers must be zero
(Transfer OUT amount must be equal to transfer IN amount). To be able to publish transfers in SAP,
the balance from the transfers must be zero as shown below.

7. When transfers are out of balance, the system will display the balance cell in red as shown below.
The amount shown is the difference pending to be assigned.

8. If you need to modify any of your entries, you can use the option “Modify Transfer Record” with a
right click on the transfer at the
9. Once you have your transfers balances in zero, you can publish them to SAP. To do that, right click
on any of the amounts of the pending transfers panel and select “Publish Transfer”.

10. A confirmation message will be displayed and the transfer will show red in the “Task List status”
screen, until the interface with SAP runs (approx. every 5 minutes). When the transfer is published
in SAP, this field becomes available again.

METHOD 02
Follow steps 1 to 7 from the beginning of the guide. Those steps are standard for any of the 2 methods
you have available. You should be on the following screen to start working with method 02:

1. From the task list status, enter a transfer description and save. The cell will turn green. Right
click and select NPC Standalone Transfer Method 02.
2. With your cursor on the activity where you want to transfer funds from, right click and select the
option “Apply Context”. This option would open the active accounts related to the combination
of activity and MBF you selected on the table on the right.

3. From this table, you can transfer funds between active accounts that are automatically shown or
transfer to inactive accounts using the tab, “BE-NPC Standalone All Accounts”
4. While making your adjustments, save your entries to be able to see it in the control pane below
called “Pending Transfers”. There you can control that your transfers are in balance.

5. With this method, you also have the option to transfer to an outside area. From the “Make
Transfer Entries” table, right click and select the option “ Transfer Funds Outside Area”.

6. A new window with the prompts to select the destination information for the transfer will
display. Enter the information and click “Transfer”
7. Once you have all your transfers in balance, from the “Pending Transfers” pane, right click on
the amount of the transfers and select “Publish Transfer” to post transfers in SAP.

8. If you need to modify any of your entries, you can use the option “Modify Transfer Record” with
a right click on the transfer at the

9. A confirmation message displays. Click OK if you want to post transfers in SAP

 10. The description field will turn red meaning that the transfer is pending to be posted in SAP. This
interface runs approximately every 5 mins. When the Transfer has been posted, this field will
become available again to process other transfer.

IMPORTANT CONSIDERATIONS

• Transfers from cost centers with negative balances at a cost center level are not allowed.
• If the balance in your cost center is lower than the amount of the transfers you need to execute
to balance your accounts, the system will allow it only if the net effect on the cost center is zero.
• Only transfer out are allowed from your cost centers to others that are not under your
management.