Bank Reconciliation > Bank Receipts > Amend or Void Bank Receipts

Bank receipt transactions that are not yet posted to the General Ledger (GL) can be amended or voided, provided that these transactions are not yet reconciled and the period is not restricted for posting. The rule is that once these receipt transactions are posted to GL, they can not be amended nor voided.

To amend a bank receipt transaction, perform the following steps:

1.Access the Record Receipt function from the Transactions main menu. The Search grid is automatically displayed when this function is accessed.

2.Select from the Search grid the receipt transaction that you want to amend. Alternatively, enter in the Search box the transaction #, bank code, transaction code, or description of the receipt transaction that you want to amend.

3.Once a receipt transaction is selected, the Information Page showing the details of the selected bank receipt transaction is automatically displayed.

Note: The Transaction #, Bank # and Transaction Code fields are inaccessible and grayed out once a bank receipt transaction has been saved.

4.In the Information Page, amend or update the following fields:

oReceipt Date

Enter in this field the date when the receipt transaction will be posted in the system. You must enter a value in this field; otherwise, this transaction will not be saved.

oDescription

Enter in this field a brief explanation of the receipt transaction for your reference. You must enter a value in this field; otherwise, this transaction will not be saved.

Note: If the value in the Description field is changed, a message window will pop-up asking if you want to use the new description as the line description of all GL Distribution Accounts assigned to this transaction. Select Yes to confirm; otherwise, click No to tell the system that only the GL Distribution Accounts entered after the change will be affected.

oReference

Enter in this field any information that will help you identify the transaction such as customer number, document number or transaction type. This field is optional.

oCurrency Exchange Rate

If the bank account record is a foreign currency bank account, this field is displayed adjacent to the Currency field. You may amend the exchange rate in this field when necessary.

oReceipt Amount

Enter in this field the amount of the receipt. If you are using a bank account that uses a foreign currency, the amount entered in these fields is shown in foreign currency amount to which the system will automatically convert when you save this transaction.

5.In the GL Distribution Page, you may add or delete GL accounts in the GL Distribution grid. For the existing GL accounts in the grid, you may amend or update the values in the following fields:

oGL Distribution Account

Accept or amend the GL Account IDs to be credited for this transaction. The default GL Account ID comes from the transaction code record. To change the GL Distribution Account ID, click the appropriate field under the column; then, enter the desired GL account ID. Alternatively, you may click the List box button to display all available GL account IDs; then, select your choice from the list.

oAmount

Accept or amend the amount to be posted in the specified GL Account ID. The default amount is system-calculated based on the receipt amount entered in the Information Page's Receipt Amount field and the respective GL Account ID's distribution percentage specified in the transaction code record. If you must change the values in this column, be sure that the total distribution amount must be equal to the amount shown in the Bank-Account ID field; otherwise, AccountMate will not allow you to save this transaction.

oLine Description

Accept or amend the line description for the GL distribution account entry. The default value comes from the Information Page's Description field.

6.Review or update the narrative information about this receipt transaction in the Remarks Page. You can enter an extensive description of the transaction in this area. The remarks will stay with this transaction and will be available whenever you open the transaction record.

7.To save the updates for this bank receipt transaction, click the Save button in the Transaction toolbar; otherwise, click Cancel to revert your changes.

Note: The Reconciled checkbox is inaccessible once the receipt transaction is saved. To mark or unmark the Reconciled checkbox, you must use the Reconcile Bank Account function. Please refer to the Reconcile Bank Account function topic for the details.

To void a recorded bank receipt transaction, perform the following steps:

1.Access the Record Receipt function from the Transactions menu. The Record Receipt function tab will automatically display the Search grid.

3.Click the Void button in the Transaction menu.

4.In the Void Date field, enter the date when the receipt transaction will be voided in the system. The system will not allow you to proceed with voiding the transaction if you have not entered a date in this field.

5.Click Save to proceed voiding the receipt transaction. A message window will pop-up asking for confirmation to void the receipt transaction. Click Yes to confirm, otherwise, click No.