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Revenue Transfers

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Revenue Transfers

This section explains the processes and steps involved in transferring revenue between entities in DARS. Refer to the Campaigns and Designations and the Revenue to GL Processing section, and the Glossary and other documentation on the DARS website for further information on other revenue related areas.


"Revenue Transfers flowchart. 1-Revenue entered and assigned a transfer designation. 2-revenue appears on pending revenue transfers screen.3-relevant transfers display on CU or College Received revenue Transfers screen. 4-CU/College accepts or rejects transfers from received Revenue Transfers screen. 5-CU Only-CU allocates Revenue to coorect designation from allocation of transferred revenue screen."


The Transfers functionality is used for transferring revenue records from one entity to another within the collegiate University.

For example Central University (CU) receives a revenue item from an alumnus that is intended for the College they attended. Using the transfer process, CU releases the item from the Pending Revenue Transfers screen. The item then appears on the Receive Revenue Transfers screen of the College. This informs the College that the revenue has been physically transferred to their bank account (from CU) and they can accept (or reject) it. Once accepted, it is recognized in DARS as their revenue item.

ImportantInfo.jpg Important Any revenue to be transferred to Colleges currently not using DARS, has the revenue designation set to ‘auto’ and the revenue will be automatically marked as ‘Accepted’ when transferred.


Transfer Designations and Campaigns

Designations in DARS are generally used to indicate the destination (pot of money) of the revenue. However, revenue that is to be transferred must be assigned a Transfer Designation, regardless of the final destination. When entering revenue for transfer, keep in mind:

  • There are specific Transfer Designations set up in DARS which must be used. (They act as a flag in DARS to indicate the revenue is to be transferred.)
  • The Transfer Designation assigned may not indicate the final destination of the revenue.
  • Campaigns (instead of designations) are used by Colleges to indicate the destination fund of revenue items received through the transfer process.  Campaigns are mandatory and must be a Campaign from within the ‘Destination Fund Campaign Hierarchy’. If unsure, please see your Super User.
  • For Colleges: The Transfer Designation can only be changed by the transferring entity - either Central University or AFO. See final point below.
  • For Central University: The Transfer Designation of a revenue item transferred from AFO will be changed on the Allocation of transferred revenue screen.
  • Central University does not add Campaigns to revenue items to be transferred to Colleges.  When Central University receives such a revenue item they will assign the College Transfer designation/s and include, where available or if required, information about where the funds are to be directed in the Reference field of the payment record (for example St John’s Ancient World Fund). 

The receiving College will edit the revenue item when receiving the transfer to edit or add the relevant Campaign/s as required.

Note: If a revenue item is to be split, (e.g. revenue item of £50 to St John’s to be split between Student Support and the Ancient World Fund) then the amount will be split between multiple Transfer designations (4-#C1931 St John’s College, 4-#C1931A St John’s College, and so on), with information about where each split amount is to be directed to entered into the Reference field.

All College revenue reporting should be based on campaigns and not designations. Central University revenue reporting should be based on designations.


Revenue Transfers and Gift Aid

Gift Aid must be claimed by the charity which originally received the gift. For College gifts made via the University and assigned to college Transfer Designations the Gift Aid will be collected by the Central University and passed to the recipient of the revenue as part of the Transfer process.

Changing the designation on a revenue item for which Gift Aid has been claimed could impact on the R68 Gift Aid process. Designations should only be changed by the original owning entity. For example designations on revenue items processed by Central University can only be changed by Central University.


Pending Revenue Transfers

ImportantInfo.jpg Important The dates used in all the Transfer screens are based on ‘Revenue Date’ and not on ‘Transfer Date’.

If an AFO revenue item appears on the Pending Revenue Transfers screen this means it has been released by the board.


Managing Pending Revenue Transfers

On the Pending Revenue Transfer screen you can view and manage all pending revenue transfers.

  1. In the Revenue functional area click Pending Revenue Transfers. The Pending Revenue Transfer page opens with no data displayed in the grid.
  2. A filter must be set to display the relevant records. The filter that you applied the last time you accessed this page will displayed, i.e. it is a ‘sticky’ filter.
  3. UsefulInfo.jpg Note: Designation Level 3 and Designation Level 4 filters are linked. When you select a Designation Level 3 filter the choice available in the drop down for Designation Level 4 is changed accordingly. If Designation Level 3 is subsequently then the Designation Level 4 filter is reset to All.


  4. To view pending transfer items, select ‘Pending’ from the Transfer Status list. Select the other mandatory filters plus any optional filters as required and click Apply.
  5. "Pending Revenue Transfers window screenshot"


    UsefulInfo.jpg Note: If the system times out before the list appears, you may get an error message such as ‘An unknown error occurred during the request. This could indicate a request to an invalid endpoint or a problem with the web server configuration’. You will need to reset and try again.


  6. To view the total value of all listed item, select any list item. The Transaction Currency Totals, and Gross and Net Totals in GBP display in the expanded section.
  7. One of the data list columns is Gift Aid Status.

    • Gift Aid Only. This status shows when the gift revenue was previously transferred and now the claimed gift aid amount is being transferred.
    • Qualified for Gift Aid. This status shows when the gift revenue is being transferred but the gift aid has not yet been claimed. The amount transferred will be the Net Amount
    • Gift Aid Claimed. This status shows when the gift revenue is being transferred and the gift aid amount has been claimed. The amount transferred will be the Gross Amount.
    • Not qualified. This status shows when the gift is being transferred and it is not eligible for Gift Aid. The amount transferred will be the Net Amount.
  8. Click on a column heading to change the sort order of the listed items. The up or down icon indicates whether descending or ascending sort order is applied. Click the column header again to change the order or click another header to change the sort column.
  9. To apply the same (or a new) Campaign code to a number of revenue transfer items, tick the checkbox to the left of the items (or tick the All checkbox at the top of the column) and click edit multiple campaigns. The Edit revenue campaigns dialogue box opens. Select the required campaign and campaign sub-priority and click Save to apply the new campaign details to the selected items.
  10. To export the data to either CSV or Excel, click More (above the filter section) and select the required option. (A standard browser download dialogue box opens – see important note below.) This could be used perform reconciliation between the items displayed and what is expected to be displayed.

  11. ImportantInfo.jpg Important If the data you are exporting includes phone numbers or post codes with leading zeros, you should not open the file directly in Excel. Instead you should import it into Excel. Refer to Importing .csv Files to Excel for information on how to do this.
  12. To action a specific item, select it to expand the action bar below.
  13. Click Go to revenue view the revenue record.
  14. To change the campaign, click Edit campaign.
  15. To edit the designation, opportunity and revenue category, click Edit revenue.

Placing and Releasing an Item ‘On hold’

  1. To place a temporary block on releasing revenue, select an individual item and click Place on hold. This will update the status of the revenue item to ‘On Hold’ and remove it from revenue totals displayed in the Totals section.
  2. To view held items, set the Transfer Status filter to ‘On hold’ and click Apply.
  3. With the Transfer Status filter set to ‘On hold’, select an item and click Make available for transfer to remove the temporary block. This will include the selected item in the revenue totals displayed on the Totals section.


Release a Single Item for Transfer

  1. To release a single revenue item, select it and click Release transfer.
  2. The transfer status should be set to Released.
  3. Enter a transfer date.
  4. A batch number is automatically assigned.
  5. If required, enter a comment.
  6. If relevant, tick Revenue is Realised to flag a foreign currency revenue item as ‘realised’, i.e. it has been received into the relevant bank account.
  7. If a foreign currency revenue item has been realised and the exchange rate does not agree with the rate shown on the bank statement, click the currency icon and enter the correct rate.
  8. Click Save.
UsefulInfo.jpg Note: Once the item has been released, you may need to re-apply the filters on the screen.


Release Multiple Items for Transfer

ImportantInfo.jpg Important Selecting this option will release all displayed revenue items. Ensure the filters have been set correctly.
  1. If all items on Transfers screen are to be released, click Release Multiple Transfers. The Release Multiple Revenue Transfers dialogue box opens.
  2. The transfer status should be set to Released.
  3. Enter a transfer date.
  4. A batch number is automatically assigned.
  5. If required, enter a comment.
  6. If relevant, tick Revenue is Realised to flag foreign currency revenue items as ‘realised’, i.e. they have been received into the relevant bank account.
  7. If the selected items are a single foreign currency type and the exchange rate is incorrect, click the currency icon to update.
  8. When Release multiple transfers is selected, the items to be transferred are those displayed on the Pending Transfers page. In the Filters section of the form, you can apply further filtering such as by Designation, Currency or Date range.
  9. UsefulInfo.jpg Note: To transfer the items displayed on the Pending Revenue Transfers page, ensure that the filters on the Release Multiple Transfers form match those on the Pending Revenue Transfers page.
    UsefulInfo.jpg Note: If the totals on the Release Multiple Transfers form do not match those on the Pending Revenue Transfers page, the filters on the two screens do not match. You will need to correct this before proceeding.


  10. Click Calculate totals. If the filters on the form and screen match, then these totals should agree. This could be used to check the correct items are being transferred.
  11. Click Save.
UsefulInfo.jpg Note: When items are released they are removed from the Pending screen and will appear on the Received Revenue Transfer screen, except items to be transferred to Colleges currently not using DARS. Those items will be automatically marked as ‘Accepted’ when released.

When the revenue is ‘in transit’ i.e. being transferred from one entity to another, it cannot be edited. It can be edited prior to transfer and after it is accepted, but the transferor has more editing options than the recipient, this is to avoid issues with the Gift Aid process.

Once the items have been released, you may need to re-apply the filters on the screen.

Received Revenue Transfers

Received Revenue Transfers Process

The process to manage Received Revenue Transfers is different for Central University and Colleges.

For Central University transfers, once the Received Revenue Transfers have been accepted the transferred revenue items need to be allocated to the correct designation, change the transfer designation to the proper designation. This is done using the Allocate Transferred Revenue function see below.

Once the revenue has been allocated it can then be posted to the GL

For College transfers once the Received Revenue Transfers have been accepted they are ready to be posted to the GL. The Export to GL function should be used to do this not the Post to GL function.

Managing Received Revenue Transfers

UsefulInfo.jpg Note: The dates used in all the Transfer screens are based on ‘Revenue Date’ and not on ‘Transfer Date’.

On the Received Revenue Transfer screen, you can view and manage all received revenue transfer items. This screen will be used by the receiving entity.

Transfers to colleges who are not using DARS, are automatically accepted and therefore do not appear on the Received Transfers screen.

  1. In the Revenue functional area click Receive Revenue Transfers. The Received Revenue Transfers page opens with no data displayed in the grid.
  2. A filter must be applied to display the relevant records. The filter selections you applied the last time you accessed this page will be displayed, i.e. it is a ‘sticky’ filter.
  3. UsefulInfo.jpg Note: Designation Level 3 and Designation Level 4 filters are linked. When you select a Designation Level 3 filter the choice available in the drop down for Designation Level 4 is changed accordingly. If Designation Level 3 is subsequently then the Designation Level 4 filter is reset to All.


  4. To view released transfer items, select ‘Released’ from the Transfer Status list. Select the other mandatory filters plus any optional filters as required and click Apply.
  5. "Received Revenue Transfers window screenshot"

    UsefulInfo.jpg Note: If the system times out before the list appears, you may get an error message such as ‘An unknown error occurred during the request. This could indicate a request to an invalid endpoint or a problem with the web server configuration’. You will need to reset and try again.
  6. To view the total value of all listed item, select any list item. The Transaction Currency Totals, and Gross and Net Totals in GBP display in the expanded section.
  7. One of the data list columns is Gift Aid Status.

    • Gift Aid Only. This status shows when the gift revenue was previously transferred and now the claimed gift aid amount is being transferred.
    • Qualified for Gift Aid. This status shows when the gift revenue is being transferred but the gift aid has not yet been claimed. The amount transferred will be the Net Amount
    • Gift Aid Claimed. This status shows when the gift revenue is being transferred and the gift aid amount has been claimed. The amount transferred will be the Gross Amount.
    • Not qualified. This status shows when the gift is being transferred and it is not eligible for Gift Aid. The amount transferred will be the Net Amount.
  8. Click on a column heading to change the sort order of the listed items. The up or down icon indicates whether descending or ascending sort order is applied. Click the column header again to change the order or click another header to change the sort column.
  9. To apply the same (or a new) Campaign code to a number of revenue transfer items, tick the checkbox to the left of the items (or tick the All checkbox at the top of the column) and click Edit multiple campaigns. The Edit revenue campaigns dialogue box opens. Select the required campaign and campaign sub-priority and click Save to apply the new campaign details to the selected items.
  10. UsefulInfo.jpg Note: For Colleges, only one campaign can be added (despite multiple lines available). If the revenue has been allocated to one designation and should be split, it should be rejected and a request sent to the originator (Gift Registry or AFO) to split the revenue item and resend.
  11. To export the data to either CSV or Excel, click More (above the filter section) and select the required option. (A standard browser download dialogue box opens – see important note below.) This could be used perform reconciliation between the items displayed and what is expected to be displayed.
  12. ImportantInfo.jpg Important If the data you are exporting includes phone numbers or post codes with leading zeros, you should not open the file directly in Excel. Instead you should import it into Excel. Refer to Importing .csv Files to Excel for information on how to do this.
  13. To action a specific item, select it to expand the action bar below.
  14. Click Go to revenue view the revenue record.
  15. To change the campaign click Edit campaign.
  16. To edit the opportunity click Edit revenue.

Accept/Reject a Single Transferred Item

  1. To accept (or reject) a single transferred item, select it and click Accept/Reject transfer.
  2. Select the Accept\Reject Transfer Status. Options include Accepted, On Hold, Rejected – Incorrect Donor, Rejected – Incorrect Participant, Rejected – Other.
  3. UsefulInfo.jpg Note: If rejecting an item, you should select the appropriate rejection reason and add a comment about why the item has been rejected, i.e. the revenue item has not been recognised. In addition, you should advise the transferring entity by email.
  4. Enter the Accept\Reject Transfer Date.
  5. A batch number is automatically assigned.
  6. If required, enter a comment.
  7. If this is a foreign currency revenue item from AFO and it has been realised (received into the GBP bank account), tick Revenue is Realised to mark it as ‘realised’.
  8. UsefulInfo.jpg Note: Foreign currency revenue items transferred from Central University to a College will already be realised.


  9. If a foreign currency revenue item has been realised and the exchange rate does not agree with the rate shown on the bank statement, click the currency icon and enter the correct rate.
  10. Click Save.
UsefulInfo.jpg Note: Once the item has been accepted you may need to re-apply the filters on the screen.


Accept/Reject Multiple Transferred Items

ImportantInfo.jpg Important Selecting this option will accept (or reject) all displayed revenue items. Ensure the filters have been set correctly.
  1. Select Accept/Reject multiple transfer to accept or reject all items displayed on the Received Revenue Transfers screen. The Accept/Reject Multiple Revenue Transfers dialogue box opens.

  2. "Accept or reject Multiple Transfers window screenshot"


  3. Select the transfer status – see step 2 in previous section.
  4. Enter the transfer date.
  5. A batch number is automatically assigned.
  6. If required, enter a comment.
  7. If relevant, tick Revenue Is Realised to flag foreign currency revenue items as ‘realised’, i.e. they have been received into the relevant bank account.
  8. When Accept/Reject multiple transfers is selected, the items to be accepted/rejected are those displayed on the Received Revenue Transfers Screen. In the Filters section of the form, you can apply further filtering such as by Designation, Currency or Date range.
  9. UsefulInfo.jpg Note: To accept/reject the items displayed on the Received Revenue Transfers screen, ensure that the filters on the Accept\Reject Multiple Transfers form match those on the Received Revenue Transfers screen.

    If the totals on the Accept\Reject Multiple Transfers form do not match those on the Received Revenue Transfers screen, the filters on the two screens do not match. You will need to correct this before proceeding.


  10. If the selected items are a single foreign currency type and the exchange rate is incorrect, click the currency icon to update.
  11. Click on Calculate totals. If the filters on the form and screen match, then these totals should agree. This should be used to check the correct items are being accepted\rejected.
  12. Click Save.
UsefulInfo.jpg Note: When items are accepted they will disappear from this screen and will be available for editing; and for Central University they will be moved to the Allocation of transferred revenue screen. If an item is rejected, it will be returned to the ‘Pending Transfer’ screen for review by the sender.

When revenue is ‘in transit’ i.e. being transferred from one entity to another, it cannot be edited. It can be edited prior to transfer and after it is accepted, but the transferor has more editing options than the recipient, this is to avoid issues with the Gift Aid process.

Once the item has been accepted, you may need to re-apply the filters on the screen.


Reject After Acceptance

If a revenue item has been accepted in error, you can filter on transfers with a status of Accepted to find the item and follow the procedure in Accept/Reject a Single Transferred Item to reject it. You should select the appropriate rejection reason and add a comment about why the item has been rejected. In addition, you should advise the transferring entity by email.


After Acceptance: For Colleges

Once a revenue item has been accepted, only certain fields can be edited by the receiving entity – such as Campaigns information. The Amount, Designation, Date, Payment method, Inbound channel, Originating bank account and Financial period fields cannot be changed.

However, if something appears to be incorrect, for example the exchange rate, please contact the transferring entity – Central University or AFO.


Allocating Transferred Revenue – Central Only

Once transfers from AFO have been accepted, the item/s will appear on the Allocation of transferred revenue screen.

After a revenue item (transferred from AFO) is accepted, you then access the Allocation of transferred revenue task to edit the designation so that the funds go to the appropriate destination. For example: you receive a revenue item that is intended for the Friends of the Bodleian Library fund, so the designation will be changed from 4-# Central University AFO Transfer to 4-#C2103 Bodleian Friends.

  1. In the Revenue functional area click Allocation of transferred revenue. The Allocation of transferred revenue page opens.
  2. To view the revenue record for a transferred revenue item, select it and click Go to revenue application.
  3. To allocate a revenue item to the correct destination fund, select it and click Edit revenue application. The Edit donation details dialogue box opens.
  4. Search for and select the correct Designation.
  5. Edit the Opportunity and Revenue category as required.
  6. AFO gifts are not usually eligible for Gift Aid. However there has been the very, very rare occasion where an AFO gift has been eligible.
  7. Gift Aid sponsorship is not currently used in DARS.
  8. Click Save.
  9. With the designation updated the item disappears from the Allocation of transferred revenue screen and is available for any other editing requirements.


Revenue Transfer History

You can view the transfer history of a revenue item on the Transfer History tab of the revenue Application record.

  1. Navigate to the relevant revenue record.
  2. Under Application details, click Go to revenue against the first application. The Application revenue record opens. Select the Transfer History tab.


Realising Revenue from Revenue Record

UsefulInfo.jpg Note: If a revenue record has split designations (i.e. multiple applications) you only need to do this on one of the applications.


  1. On the Revenue record, edit exchange rate, designation, category and opportunity as required.
  2. Under Application details, click Go to revenue against the first application. The Application revenue record opens.
  3. Click Mark as realised under Tasks in the Explorer bar.
  4. Click Yes to confirm.


Un-realising Revenue

If a revenue record has been incorrectly marked as realised, it can be unmarked (see important note below).

ImportantInfo.jpg Important Central University (CU) will only transfer a revenue item once it has been realised. If a College believes an item received from CU has been incorrectly realised they should contact CU.
  1. Navigate to the Revenue record as per instructions above, and edit exchange rate, designation, category and opportunity as required.
  2. Select the first application in the Application details section and click Go to revenue. The Application revenue record opens.
  3. Click on Undo realised marker under Tasks in the Explorer bar.
  4. Click Yes to confirm.
UsefulInfo.jpg Note: If a revenue record has split designations (i.e. multiple applications) you only need to do this on one of the applications.


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