How To: Running Transaction Maintenance (12-21)

Overview

This selection is used to make minor corrections to transactions that have been entered though A/R Open, POS Entry (02-02), A/P, and P/O-A/P Audit/Update (04-21).

This includes:

  • moving an invoice to a different account code.
  • changing the invoice/reference number.
  • changing due dates and adding or removing discounts.
  • changing the invoice’s cross reference number or purchase order number.

NOTE: For transactions on a balance forward account, you can add or change the cross reference number, but no other changes are allowed. Balance forward accounts are set up in Master File Maintenance (12-20).

Step-by-Step

Click image to enlarge.

  1. In the ‘Account #’ field, enter the account for which you are making changes. Click the Search icon to the right of the field to look up an account number.

  1. In the ‘Reference #’ field, enter the invoice number for the transaction being changed. Click the Search icon to the right of the field to look up existing reference numbers for the selected account.
    NOTE: This process is skipped if there is only one transaction on file for the account.

  1. If there is more than one transaction date for the reference number, enter the transaction date in the ‘Trans Date’ field.

  1. In the ‘Trans Type’ field, enter the transaction type being changed.

    Valid transaction types are:

    • DI – Debit Transaction
    • CMxx – Credit Memo
    • SCxx – Service Change
    • DMxx – Debit Memo
    • CPxx – Cash Payment

Click image to enlarge.

  1. Make the necessary changes to the following fields:

    2. Fields
    Description

    New Acct#
    Enter a new account number.

    New Ref#
    Enter a new reference number for the transaction.

    Due Date
    Enter a new invoice due date for the transaction.

    Disc Date
    Enter a new invoice discount date for the transaction.

    Cross Ref
    Enter a new cross reference number for the transaction.

    NOTE: For transactions on a balance forward account, only this field can be changed. No other changes are allowed.

    P.O. Number
    Enter a new purchase order number.

    1. Click the ‘Update’ button to save your changes.

      Click the ‘Abort’ button to clear the fields without saving your changes and return to the ‘Account #’ field.

    1. Click ‘Print’ to print a paper copy of all transaction changes made since the last print was run. At the prompt, enter the ID of a physical printer, or enter “PDF” to save the report to a PDF file. If printing to PDF, accept or modify the filename and click ‘Ok.’
      IMPORTANT: When printing to PDF, you must have a ‘Miscellaneous’ folder specified in Company PDF/Export Directory (30-04) or By Term PDF/Export Directory (30-05) in order for the PDF to save successfully to your computer.
      • Your report displays two lines for each transaction. The first line reflects the transaction before it was updated. The second line reflects the change made to the transaction.
      • Click ‘Exit’ to return to the A/R Open menu.
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