Correct posted customer transactions

Find this screen

Open: Customers > Amend Transactions > Correct Transactions.

Watch a video

Correcting customer and supplier transactions (video)

How to

Reverse a transaction

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

To reverse or correct an allocated transaction, you must unallocate it first.

  1. If you try to correct it you'll see a warning message, asking if you want to unallocate it.
  2. Click Yes to this message to bring up the Allocations screen for the selected transaction.
  3. Click Reverse to unallocate the transaction.

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 customer 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 customer account. In this case, the new transaction will use the current system exchange rate.
    • The customer 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 receipt

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 receipt amount and the exchange rate used. You can so this using the Customer Transaction Enquiry (Customer List > Transaction Enquiry).

  2. If the receipt has been allocated to an invoice, then unallocate it (Customers > Amend Transactions > Amend Allocation). If there were any exchange rate differences, these will automatically be reversed. You can see this on the Customer Transaction Enquiry.

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

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

  5. If required, allocate the new receipt to the original invoice.

Correct a refund (payment)

Refunds (payments) 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 Payments screen (Customer List > Payment).

Reverse a receipt paid using SagePay

Receipts entered using Sage Pay can only be reversed rather than corrected. If you've made an error:

  1. Reverse the receipt first. This will process a refund to the card.

    You can only do this is if you have access to refund card payments.

  2. Create a new receipt.

Refund a receipt paid using Invoice Payments

To refund an invoice payment that has been made by a customer, you must refund the payment using your payment provider's service. You cannot issue a refund from Sage 200cloud.

Note: The Payment Provider may only allow you to issue a refund for a limited period of time, for example the refund link in PayPal is available for 180 days.

After you've made the refund, when you next download and process transactions, Sage 200cloud will process the refund.

See Refund an invoice payment.


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 receipts or refunds (payments).
  • Opening balances.
  • Receipts entered using Sage Pay that are partially refunded.
  • 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).
  • Receipts entered using Sage Pay.
  • Receipts from Sage Invoice 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 receipt 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.


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.