Correcting Open Item Transactions

Open item transactions are corrected through the Invoice and Debit/Credit Memo Entry conversation.  The open item (invoice, debit/credit memo, cash sale, or finance charge) to be corrected and the transaction code for correction are identified on the Transaction Selection Screen.  The Transaction Header Screen for the open item is then displayed.  To make changes, key the new data directly over the old data.  For example, the new header gross amount can be keyed directly over the old header gross amount.

The line items already entered and posted to the Open Item File can be reviewed but not changed.  Corrections are made by adding new line items.  To change the amount distributed to a specific account number, enter a new distribution line item for that account number with the amount by which it should be corrected.  To change the account number for a distribution line item, enter two new line items.  The first contains the account number to be changed and an amount equal to the original amount but with the opposite sign.  This line item negates the original line item on the Open Item File.  The second new line item contains the correct account number and the amount originally entered for the incorrect account number.

Installments may be corrected through this conversation.  However, you may not add or delete installment detail lines, you may only change the installment information.  In addition, the total amount due of all installments must equal the total amount due for the invoice.  If any payments have been applied to the installments, you may only maintain the installment due dates.

Debit/credit memos can be used as invoice corrections when the original invoice should not be corrected.  Debit/credit memos do not necessarily relate to a specific invoice.  Debit/credit memos can be cleared into an invoice through a clearing transaction.  Or, payments can be applied directly to debit memos.