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Both sides previous revision Previous revision Next revision | Previous revision | ||
cats:procedures:accounting:transactions:modifydelete [2015/01/02 21:22] – amanda | cats:procedures:accounting:transactions:modifydelete [2019/07/02 16:27] (current) – jen | ||
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=====Modifying, | =====Modifying, | ||
+ | |||
+ | {{entry> | ||
+ | {{entry> | ||
+ | {{entry> | ||
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Pending transactions can be modified or deleted at any time prior to posting. | 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. | + | 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 for receipts, disbursements, | ||
====Modifying a Transaction==== | ====Modifying a Transaction==== | ||
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From the pending transaction list, pick **Modify** from the toolbar. | From the pending transaction list, pick **Modify** from the toolbar. | ||
+ | [{{: | ||
From the general ledger (list of posted transactions), | From the general ledger (list of posted transactions), | ||
- | {{: | + | [{{: |
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. | 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. | ||
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====Reversing (Voiding) a Posted Transaction==== | ====Reversing (Voiding) a Posted Transaction==== | ||
- | Reversing (also called voiding) is a useful procedure for transactions that should not be deleted. | + | 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. | 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. | From the ledger scan, highlight the top record, then select the **Transaction > Reverse** menu option. | ||
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====Deleting Transactions==== | ====Deleting Transactions==== | ||
- | Pending | + | All pending transactions and some posted |
+ | <note important> | ||
- | <note tip>The transaction must be:\\ | + | ===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**, | ||
+ | [{{: | ||
+ | |||
+ | 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.** | ||
+ | [{{: | ||
+ | |||
+ | You will be asked to confirm deletion. Select **Yes** to proceed or **No** to cancel. | ||
+ | [{{: | ||
+ | |||
+ | ===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). | ||
+ | |||
+ | <note tip>You must be logged in as user **'' | ||
+ | |||
+ | <note important> | ||
+ | |||
+ | <note tip>The transaction | ||
1. From the current accounting period.\\ | 1. From the current accounting period.\\ | ||
2. Not an invoice.\\ | 2. Not an invoice.\\ | ||
- | 3. The top record for that transaction must be selected.\\ | + | 3. The top record for that transaction must be selected.\\ |
- | + | 4. Un-cleared (not showing a bank statement month in the **BnkStmnt** column).</ | |
- | Simply select **Delete** from the pending transactions scan, then **One Transaction**, | + | |
- | You will be asked to confirm deletion. Select **Yes** to proceed. | + | 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. |
+ | [{{: | ||
- | Only certain posted transactions can be removed | + | To Un-clear a transaction, |
- | + | ||
+ | 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. | ||
+ | [{{: | ||
+ | You will be asked to confirm saving the changes to the record. Select **Yes** to proceed with the deletion or **No** to cancel. | ||
+ | [{{: | ||
- | 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. | + | CATS will return to the general ledger. |
- | You will be asked to confirm saving the changes to the record. Select Yes to proceed with the deletion or no to cancel. | + | {{tag>" |