Editing G/L Transactions

Overview

There are situations with operational G/L transactions where it is necessary to correct the G/L accounts that were affected by the transaction.  One situation is correcting sales G/L accounts, and the other situation is correcting rental G/L accounts.  Each of these situations has a slightly different process to follow to correct the G/L accounts.  The processes are outlined below:

 

These correction processes require that your security profile allows you to make changes in the G/L Sales Revenue Distribution - Item and the G/L Revenue Distribution - Equipment programs.

 

Correcting Sales G/L Accounts

Scenario:

While reviewing the Invoice Batch Edit report, you discovered a sales invoice with an incorrect G/L account.  Follow these steps to correct it:

 

  1. Open the G/L Transaction File Edit program for the appropriate date, and enter the invoice number in the delimiter/filter field above the Reference Number column.  Press Enter.  All of the transactions related to that invoice are listed.

  2. Press F7 to toggle the screen to display the G/L Account Descriptions and determine which account is incorrect.

  3. Press F11 to reveal the item number associated with the incorrect G/L account.  Record the item number and stock class.

  4. Open the Sales Item Maintenance program for the item you recorded.  Note the item's G/L Category setting.

  5. Return to the G/L Transaction File Edit program and display the related transactions again.

  6. Press F10 to advance to the G/L Sales Revenue Distribution - Item program.

  7. Enter the appropriate Location and the G/L Category you noted in Step 4.  Press Enter.

  8. Correct the appropriate G/L account, and press Enter to save.

  9. Press F3 to return to the G/L Transaction File Edit program.

  10. To determine if there are other invoices for the same sales item number, press F8 to toggle the delimiters, and enter the item number you noted in Step 3.  Note any additional transactions.

  11. Enter 7 to the left of each affected invoice, and press Enter.  The program re-obtains the now corrected G/L account numbers for those invoices.

 

Correcting Rental G/L Accounts

Scenario:

While reviewing the Invoice Batch Edit report, you discovered a rental invoice with missing G/L accounts.  Follow these steps to correct it:

 

  1. Open the G/L Transaction File Edit program for the appropriate date, and enter the invoice number in the delimiter/filter field above the Reference Number column.  Press Enter.  All of the transactions related to that invoice are listed.

  2. If necessary, press F7 to toggle the screen to display the G/L Account Descriptions.

  3. Press F11 to reveal the category/class associated with the missing G/L accounts.  Record the equipment number and category/class.

  4. Open the Category/Class Maintenance program for the category/class you recorded.  Press F6 to review the G/L revenue distribution accounts set up for the category/class.

  5. Return to the G/L Transaction File Edit program and display the related transactions again.

  6. Press F9 to advance to the G/L Revenue Distribution - Equipment program.

  7. Enter or correct the appropriate G/L accounts, and press Enter to save.

  8. Press F3 to return to the G/L Transaction File Edit program.

  9. To determine if there are other invoices for the same category/class, press F8 to toggle the delimiters, and enter the category/class you noted in Step 3.  Note any additional transactions.

  10. Enter 9 to the left of each affected invoice, and press Enter.  The program re-obtains the G/L account numbers for those invoices.

 

Related Topics

G/L Transaction Entry

G/L Transaction Edit

Print Invoice Batch Edit Report

 

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