Correct posted supplier transactions

Find this screen

Open: Purchase Ledger > Adjust Transactions > Correct Transactions.

How to

Reverse a supplier transaction

Open: Purchase Ledger > Adjust Transactions > Correct Transactions.

Do this when you want to delete a transaction that has been entered in error. This creates an opposite transaction, and allocates them to each other. The narrative for both transactions is updated with URN of the reversal transaction.

  1. Select the transaction from the list.
  2. Click Reverse.
  3. The appropriate opposite transaction entry window appears, e.g. credit note to reverse an invoice.

  4. Enter or change the Reference, if required.

  5. Click Save.

Make corrections to a transaction

Do this when you want to make corrections to an existing transaction.

  1. Select the transaction from the list.
  2. Click Correct.
  3. The appropriate transaction correction screen opens.
  4. Change the details as required.
  5. Click Post Corrections.

Reverse or correct an allocated transaction

Only the latest 100 transactions are shown by default. To increase this, change the Maximum number of transactions to display value at the bottom of the screen.

Transactions that can't be reversed or corrected aren't displayed. These include:

  • Opening balances.
  • Transactions created to reverse another transaction.
  • Transactions that have already been reversed or corrected.

Reverse or correct a queried transaction

You'll need to remove the query flag before making any corrections.

You can remove the query flag from the Allocation screen or Customer Transaction Enquiry screen.

Reverse or correct a foreign currency invoice or credit note

You can use only use this to reverse or correct foreign currency invoices and credit notes. For foreign currency receipts and refunds (payments), you need to create the reversing transactions manually and enter a transaction (see below).

  • You can't change to a supplier account that uses a different currency.
  • The reversing transaction always uses the same exchange rate as the original transaction.
  • If you're correcting a transaction, the new transaction will use the same exchange rate as the original unless:
    • You change the supplier account. In this case, the new transaction will use the current system exchange rate.
    • The supplier account uses a period exchange rate and you change the date. In this case, the new transaction will use the exchange rate set for the new date.
  • If the transaction has been revalued, the revaluation amount will also be reversed.

Correct a foreign currency payment

If you need to correct a foreign currency receipt, you'll need to manually enter a payment to reverse it, create a new receipt and then allocate everything. You might need to do this if a receipt has been entered for an incorrect amount or exchange rate.

To do this:

  1. Check the original payment amount and the exchange rate used. You can so this using the Supplier Transaction Enquiry (Suppliers List > Transaction Enquiry)

  2. If the payment has been allocated to an invoice, then unallocate it (Purchase Ledger > Adjust Transactions > Amend Allocations). If there were any exchange rate differences, these will automatically be reversed. You can see this on the Supplier Transaction Enquiry.

  3. Enter a purchase receipt to reverse the original payment. Make sure the receipt is for the same bank account, amount (in foreign currency) and uses the same exchange rate.

  4. Enter a new payment. Check that the exchange rate is correct. It will use the current exchange rate set in Sage 200cloud by default.

  5. Allocate the new payment to the original invoice.

Correct a refund (receipt)

Refunds (receipts) can only be reversed, and not corrected. If you need to make changes to a refund, you'll need to reverse it and then enter a new refund using Receipts screen (Suppliers List > Receipts).


Useful info

When to reverse a transaction

Use the Reverse option to correct transactions you've entered in error.

  • The transaction is reversed by entering an opposite transaction. For example, if you choose to reverse an invoice, a credit note is created. The credit note has the same details (date, values, discount, VAT code, nominal accounts) as the transaction being reversed. These details can't be changed.
  • You can amend the Reference to show that the transaction is reversed.
  • The two transactions are allocated to each other.
  • The narrative is updated on both transactions to show which transaction was reversed.

Which transactions can't be reversed or corrected?

You can't reverse or correct:

  • Foreign currency payments or refunds (receipts).
  • Opening balances.
  • Any transactions created to correct or reverse another transaction.
  • A transaction that has already been reversed or corrected.

You can't correct (only reverse):

  • Refunds (payments).

What can I change?

You can change all the information on a transaction that allows corrections. The correction is handled differently depending on what is changed.

For references and due dates, the original transaction is updated and no further transactions are posted.

For all other information:

  • A transaction is created to reverse the original transaction and these are allocated to each other.
  • The narrative is updated on both transactions to show which transaction was reversed.
  • A new transaction is created containing the changes.

What if the payment is reconciled?

You can't reverse or correct transactions that are reconciled or are included on a draft reconciliation. You must unreconcile them or delete the draft reconciliation first.

Tip: Don't forget - you'll need to re-reconcile the original and reverse transactions as well as the new corrected one

What if the invoice is included in suggested payments?

You'll need to remove the invoice from the suggested payments file first.

What about unauthorised transactions?

If you using authorisation, then unauthorised transactions can't be corrected until they've been authorised.

Unauthorised transactions are shown with the U in the Query column.


FAQs


What happens when

The transaction is reversed or corrected?

  • An opposite transaction is posted to the customer's account and allocated to the original transaction.

    For example

    Transaction Opposite transaction
    Invoice Credit Note
    Receipt Payment
    Credit Note Invoice
  • The narrative of the reversing transaction is updated with the URN of the original and the new transactions. For example, Reversal of URN 334. Correction is URN 456.
  • For corrections, a new transaction is created.