Out of Period processing occurs when the Date selected or the transaction does not fall within the dates of the Period selected.

To find Out of Period processing

  • Go to View… General Ledger… Transactions… Detailed Ledger or

View… Customer/Supplier… Detailed Ledger

  • The Detailed Ledger screen will display.
  • Select the account Start and End
  • Select your first period at Period Start
  • Select your last period at Period End
  • Ensure Each Period Separate is ticked
  • Select any other filters you wish
  • Click OK
  • The Detailed Ledger report will display:
  • Each period will display an Opening and Closing Balance
  • Look for a date that does not fall within the Opening and Closing balance date
  • In the example above there is a transaction dated 2/04/16 however it is within March’s Period.  This is Out of Period Processing.

To correct Out of Period processing

To correct Out of Period Processing you will need to process a reversal.

JOURNAL ENTRIES

The best way to reverse journal transactions is to process the transactions the exact same way that you processed it originally, but with a negative amount.

Please use the same period, date, account, reference, tax and contra account as you did on the incorrect transaction.

Note: Ensure you have made a valid backup of the current data before processing the reversals.

  • Navigate to the relevant journal i.e. Customer Journal
  • The Process Journal screen will display
  • Use the same period, date, reference as the original transaction
  • Next enter ‘Reversal’ as the description
  • Now enter the amount but with a negative i.e. R228.00 = R-228.00
  • If you have set the batch to use tax, there should be a column DC as shown above where you can specify if the amount is debit or credit
  • If you originally used D for debit, ensure you select D again as you are entering a negative amount.  The system will automatically change the D to a C and vice versa.
  • If the batch is not set to use tax, the columns Debit and Credit will show as illustrated above
  • If you originally entered the amount as a debit, ensure you enter the amount as a debit again as you are entering a negative amount.  The system will automatically change the Debit to a Credit and vice versa.
  • Once you have processed the reversal please update the batch.

CASHBOOK ENTRIES

If the original transaction was processed through the cash book, you need to reverse the transaction in the same cash book.

  • Navigate to the relevant cash book
  • The Process Cashbook screen will display:
  • Use the same side of the cash book as the original transaction i.e. If the original transaction was a payment go the payment tab.  If the original transaction was a receipt go to the receipt tab.
  • Use the same period, date, reference as the original transaction
  • Next enter ‘Reversal’ as the description
  • Now enter the amount but with a negative i.e. R5000.00 = R-5000.00
  • Once you have processed the reversal please update the batch

CUSTOMER OR SUPPLIER DOCUMENTS

To reverse a Customer Tax Invoice, you need to process a Credit Note.

To reverse a Supplier Tax Invoice, you need to process a Return and Debit.

You can also link the Invoice to the Credit Note / Return and Debit.

Once you have processed the Credit Note / Return and Debit to reverse the Invoice, you can reprocess the Invoice correctly.

  • Go to Process… Customers / Suppliers
  • The Process Customer / Supplier screen will display
  • Select Credit Note / Return and Debit as the document type
  • Use the same period, date, reference as the original transaction
  • By Original Invoice select the Invoice processed Out of Period
  • Enter the lines as per the original Invoice
  • Once complete Update the document / Batch
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