Overview

The Transfer Entries module is used to move funds between categories within the same bank account. Common reasons include supporting categories with shortages, reallocating fundraising proceeds, or transferring funds from categories that will be inactivated before year-end. Transfers are automatically cleared in the system, excluded from reconciliation, and not included in year-end reports. Use the Journal Entry module if you need to correct revenue or expense entries.

Steps

  1. From the Main Menu, go to General Activities > Transfer Entries.
  2. Enter the transfer details:
    • Transfer From Category - Category funds are taken from.
    • Amount - Dollar amount to transfer.
    • Reason - Explanation for the transfer.
    • Transfer To Category - Category funds are added to.
  3. Click Print > Print Transfer or Print > Print Transfer Notice if needed.
    • Print Transfer creates a report of transfers in process.
    • Print Transfer Notice generates a notice for stakeholders.
  4. Click Add to Ledger to post the transfer to the General Ledger.

Outcome

Funds are transferred between categories and posted to the General Ledger. Transfers do not appear in reconciliation or year-end reports. You can run Report 13 – Transfer Report at any time to review transfers.

Troubleshooting

  • If you attempt to transfer from a category with insufficient funds, the system shows a warning message. There are 3 options for next steps.
    • Choose another category or 
    • Reduce the amount or
    • Continue with the transfer.  SchoolCash allows categories to be negative.

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