Modifying, Reversing, and Deleting Transactions from the General Ledger [CATS Knowledge Base]

Pending transactions can be modified or deleted at any time prior to posting. Some transactions that have been posted to the general ledger can still be changed, voided (reversed), or removed (deleted) from the ledger. These instructions are the same for all types of transactions.

These instructions are for receipts, disbursements, general journal entries, and bank transfers only. Invoices cannot be modified from the CATS general ledger.

Occasionally, you will need to modify transactions that went in with the incorrect date, amount, check number, or G/L account. This can be done for both pending and posted transactions.

From the pending transaction list, pick Modify from the toolbar.

Modify a Pending Transaction

From the general ledger (list of posted transactions), highlight the first entry in the file for the transaction, then pick Tools > Transaction: Modify.

Select the Tools menu to Modify a Posted Transaction

The transaction will open in another scan window. You can change amounts (other than the deposit amount) right from this scan, but you will need to choose Tools and select an option from the menu to change other parts of the transaction.

Select Tools to Change Special Fields

If you choose Date, for example, you will be asked to enter the date in another window. Enter the date, pick OK, then pick Continue from the top menu.

Modify the Transaction Date

You will be asked to save your changes. Select Yes to save or No to cancel and return to the previous screen.

Save Modified Transaction

Out of Balance Transactions

When you print or attempt to post a transaction that is out of balance, CATS will warn you on the transaction printout and not allow you to post the transaction, as shown below.

Transaction is Out of Balance Message

In this case, we have a pending transaction with an incorrect deposit amount.

Transaction with Incorrect Deposit Amount

Select Modify when viewing the transaction in the scan. Choose Tools > Deposit Amount and you will be able to change the deposit amount, and CATS will recalculate the balance on the transaction.

Select Tools to Change Special Fields

Alternatively, CATS will offer to fix an out-of-balance transaction for you. If you pick Modify, then attempt to click Continue, you will see the following message:

Fix Out of Balance Transaction Confirmation

Select Yes to continue and a report will pop up with the details of how the transaction was fixed. Click on the Close button to close this window.

Fix Transaction Printout

After fixing the transaction manually or by letting CATS fix it for you, you will be asked to save changes. Select Yes to save and CATS will return to the transaction scan.

Save Changes to Fixed Transaction

Print the transaction now, and the transaction record will no longer have the Transaction out of balance warning on it. You will be able to post the transaction.

You cannot modify the invoice numbers, the bank code, or the account code chosen on transactions; instead, you will need to delete the transaction and re-enter it.

Reversing (Voiding) a Posted Transaction

Reversing (also called voiding) is a useful procedure for transactions that should not be deleted. In general, you should reverse items that are from previous periods instead of deleting them. Depending on your company settings, you may need to log in as Supervisor to void a transaction. From the ledger scan, highlight the top record, then select the Transaction > Reverse menu option.

Void (Reverse) a Transaction

You will be asked to enter details for this reversal, including a Date and Note. Pick Apply when finished.

Reversal Transaction Details

CATS will create an equal and opposite entry and post it to the general ledger. Here is the original receipt and its reversal in the ledger scan.

Original and Reversal Transactions

The invoice and G/L balances have been put back to where they were before the first transaction was created.

All pending transactions and some posted transactions can be deleted.

Deleting transactions cannot be undone.

Deleting Pending Transactions

Pending transactions can be deleted by the user ID that entered them or by the Supervisor user ID. Simply highlight the transaction you want to delete in the pending transactions scan, then select Delete, then One Transaction, All by ID, or Select Range.

Delete Pending Transactions

If you chose Select Range, you will see a chooser that will allow you to select transactions to delete. Highlight any of the lines belonging to each transaction that you wish to delete, then select Continue.

Delete a Range of Transactions

You will be asked to confirm deletion. Select Yes to proceed or No to cancel.

Confirm Deletion of Transactions

Deleting Posted Transactions

Use the delete function instead of the reverse function if the item was entered recently and if you do not need to keep a record of the transaction (i.e., no check has been sent or you intend to re-enter the transaction with updated details).

You must be logged in as user SU to delete posted transactions.

If you delete an item that is against invoices, you should run an accounting recalculation to fix the balances on the invoices.

The transaction to delete must be:
1. From the current accounting period.
2. Not an invoice.
3. The top record for that transaction must be selected.
4. Un-cleared (not showing a bank statement month in the BnkStmnt column).

To find the top record, look at the Refno or Transact# columns in the ledger scan. The top record is the first line with a different number from the item above it.

The Top Line of a Transaction

To Un-clear a transaction, select Tools > Bank Rec UnClear from the menu up top.

The BnkStmnt column will now be cleared of numbers.

From the general ledger, select Tools > Delete. If the option is not there or grayed out, then one of the conditions listed above has not been met.