Correcting errors in Sage 200

Everyone makes mistakes. Here we'll tell you how you to you can correct these Sage 200.

To maintain the integrity of your data, you can't delete transactions once they're posted. In general when you correct mistakes a reverse transaction is created with the same details as the original and a new transaction with your corrections is created.

Watch a video: Correcting customer and supplier transactions (video).

Correcting nominal journals

Open: Nominal Ledger > Current Transactions List > Correct Transactions.

Open: Nominal Ledger > Current Transactions List > Amend Transaction Details .

To just change the Narrative or Transaction Analysis, you can use Amend Transaction Details. This updates the existing journal with the new details, and does not require reversing the journal.
To change anything else for a nominal journal, such as the nominal account, the amount, or the date, then you must reverse the journal by using Correct Transactions. This creates a new journal that reverses the original and adds new lines for the changes. The narrative is updated with the URN of the original journal.

See Amend or correct financial transactions.

Correcting bank transactions

For customer and supplier receipts and payments, use the relevant Correct transactions screen to correct or reverse these - See below.

For nominal receipts and payments, you must manually reverse the receipt or payment and re-enter it. To do this:

Enter the opposite transaction with the same details; date, nominal account amount etc.

Tip: Update the narrative and reference to show that this is a correction.

Original transactions	Reversing transaction
Non- Vatable payment	Non- Vatable receipt
Non- Vatable receipt	Non- Vatable payment
Vatable payment	Vatable receipt
Vatable receipt	Vatable payment

Enter a new payment or receipt.

Correcting customer transactions

Open: Sales Ledger > Adjust transactions > Correct transactions.

Open: Nominal Ledger > Current Transactions List > Correct Transactions.

For all customer transactions, you can use the Correct transactions screen. This reverses the invoice / credit note with an opposite transaction and creates an new transaction containing your changes. You can also change the details from here.
If you change the Due Date, Ref or 2nd Ref, the original transaction is updated.
If you change anything else, the original transaction is reversed and an new one created containing your changes.
If you just need to remove a transaction entered in error, you can reverse and transaction from here.

Other things to consider

Transactions that are allocated need to be unallocated first.
Receipts that are reconciled or included on a draft reconciliation, need to unreconciled or removed from the draft first.
Foreign currency receipts must be corrected manually.
Refunds (payments) must be reversed or corrected manually.

See Correct posted customer transactions.

Correcting supplier transactions

Open: Purchase Ledger > Adjust transactions > Correct transactions.

Open: Nominal Ledger > Current Transactions List > Correct Transactions.

For all supplier transactions, use the Correct transactions screen. This reverses the invoice / credit note with an opposite transaction and creates an new transaction containing your changes. You can also change the details from here.
If you change the Due Date, Ref or 2nd Ref, the original transaction is updated.
If you change anything else, the original transaction is reversed and an new one created containing your changes.
If you just need to remove a transaction entered in error, you can reverse and transaction from here.

Other things to consider

Transactions that are allocated need to be unallocated first.
Payments that are reconciled or included on a draft reconciliation, need to unreconciled or removed from the draft first.
Foreign currency payments must be corrected manually.
Refunds (receipts) must be reversed or corrected manually.

See Correct posted supplier transactions.

Correcting printed invoices

Invoices created from the Invoicing module can be amended until they are printed.

Open: Invoicing > Invoicing List > Amend.
Once printed, the invoice can only be cancelled as the invoice is now a legal document.

Open: Invoicing > Processing > Cancel Invoices and Credit Notes.

See Cancel invoices and credit notes.
Once the invoice has been posted to the customer's account, you can reverse or correct the posted transaction, but this doesn't update the original invoice / credit note document sent to the customer.

Open: Sales Ledger > Adjust transactions > Correct transactions.

See Correct posted customer transactions.

Correcting sales orders

You can amend sales orders / returns until they are posted (Completed).

Open: Sales Order Processing > Sales Orders List > Amend.
Once an invoice / credit note has been printed from a sales order / return, you need to cancel the invoice / credit note first. You can then make amendments to the order / return and print again (with a new invoice / credit note number). These lines will still be shown as allocated and despatched. If you need to make changes to quantities on existing lines, you'll need to Amend Despatch first.

Open: Sales Order Processing > Processing > Cancel Invoice.

See Cancel sales invoices and credit notes.
Once the invoice / credit note has been posted to the customer's account, you can reverse or correct the posted transaction, but this doesn't update the original invoice / credit note document sent to the customer.

Open: Sales Ledger > Adjust Transactions > Correct transactions.

See Correct posted customer transactions.

Correcting purchase orders

You can amend purchase orders until the invoice is recorded(Completed).

Open: Purchase Order Processing > Purchase Orders List > Amend.
Once the invoice has been posted to the supplier's account, you can reverse or correct the posted transaction, but this doesn't update the original purchase order.

Open: Purchase Ledger > Adjust transactions > Correct transactions.

See Correct posted supplier transactions.

Controlling who can make corrections

You may not want all your users to be able to make corrections, particularly to your posted transactions. You can control which users have access to these screens.

To help you to manage this there are two levels of correction screens:

Amend details which allows you to change non-critical information such as the due date, references, or narrative.
Correct transactions which allows to reverse and change all the information on a transaction.