Virements

Virements are administrative transfers from one budget account to another. For example you may want to re-allocate ('vire') an amount from a Contingency budget to another budget account where it is needed.

You can move an amount from one account and distribute it between multiple other accounts in a single operation, but you must make the virement balance before it can be posted.

You will be prompted to re-profile all of the budgets involved in the virement.

Before you start

Check the system settings for virements, to ensure your settings are correct as you can have open/closed virements and you can also print a virement report.

The settings are found on the System menu > System Setup > Options tab > Display tab > Virement Type

To vire an amount from one budget account to another

1. From the Transactions menu choose Budget and click the Virements tab. 

   The Virements screen is displayed, with the Allocations sub-tab selected.
   

2. Under Budget to vire from:
   • Choose the Budget Account to vire from, by typing in the budget code. You can enter a partial code and select the required account from the search results.
   • Enter the Amount to be vired from this account. 
   • By default today's Date is displayed. If required you can edit this entry to apply a different date to the virement.
   • Enter a short Reference and Description for this virement.

   • To choose a Funding Stream if applicable, click and choose from the drop-down list.

   • To choose a Cost Centre if applicable, click and choose from the drop-down list.
     
     

3. Under Budget to vire to: 

   • Choose the Budget Account to vire to, by typing in the budget code. You can enter a partial code and select the required account from the search results.

   • Enter the Amount. This can be less than the amount you entered in step 2, if you want to distribute the re-allocation between two or more accounts.

   • By default today's Date is displayed. If required you can edit this entry to apply a different date to the virement.
   • Enter a short Reference and Description for this virement.
   • To choose a Funding Stream for this allocation, if applicable, click and choose from the drop-down list.
   • To choose a Cost Centre for this allocation, if applicable, click and choose from the drop-down list
4. Click Save line to save the details entered in step 3. (If instead you want to cancel the entry, click Clear line.)
   The saved entry is now listed under Allocation lines, while under Budget to vire to the Amount field displays the balance that still needs to be allocated before you can post this virement.
5. If there is more money to allocate for this virement, repeat steps 3-4 as required.
6. You may need to make changes to an allocation line that has already been saved - for example, to adjust the amount so that the virement balances. If you need to do this:
   
   • Select the allocation you wish to change
   • Under Budget to vire to, edit the data fields as required.
   • Click Save changes.
7. When you have finished, click the Profiling sub-tab.
   (If you click Post instead, the Profiling sub-tab will be displayed in any case, unless you have set up automatic profiling for these budget accounts.)
   
   

8. If you want to apply an existing profile to the selected budget account, choose the required option from the Auto Profile drop-down list. 

9. If you don't want to apply an existing profile to the selected budget account, ensure that Auto profile is set to None, and set the profile as follows: 

   • You can switch between entering amounts and percentages by clicking % / £ Mode.

   • Enter the predicted usage of the allocation in each month field (Month 1, Month 2, …). When you have finished the Total left to allocate will be zero.
     Alternatively, if you want to set equal monthly amounts, just click By 12.
     You can remove all entries from the month fields at any time by clicking Clear.

   • When you have finished profiling this budget account, click Save.

10. In the Budget account profiles list, select the next account and repeat step 7.
11. When you have re-profiled all the listed budget accounts, to post the virement click Post.

    (If you want to cancel the virement, click Reset.)

    A blue message bar confirms that the virement has been posted. 
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