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How to correct a transaction in Sage 200 in the Sales and Purchase ledger

Summary

If you have entered a transaction into the Sales or Purchase ledger and it has the wrong value, date, nominal or account you can easily correct this using the Correction feature in Sage 200.

This enables you to amend or correct a transaction in Sage 200 faster, compared to other systems where you have to create manual invoices or credit notes, and then allocate them with the original transactions.

This blog will show you how to correct a transaction in Sage 200 on the Purchase ledger. 

How do correct a transaction in Sage 200?

1. Firstly, you will need to navigate to Purchase Ledger > Adjust Transaction > Correct Transaction.

Purchase Ledger Sage 200

2. When you click on the feature you will be presented with the below screen.

Correct transactions in Sage 200

3. Select the account where you want to amend the transaction.

4. You will then be presented with all the transactions from this account.

Sage 200 transactions

5. You will then have three options on the bottom of the screen:

  • Reverse – Use this option if you want to reverse the transaction. For example, if you did not want to post the transaction. You’ll need to highlight the transaction and select the reverse option.

NOTE: Sage will automatically produce the reverse transaction (a credit note if the original transaction was an invoice) and it will auto populate the information.

  • Correct – This allows you to amend the details on a transaction. (Sage will reverse the original transaction and post the new one with the corrected information) 
  • Allocation – This is the fastest way to unallocate transactions.

NOTE: See the additional information section below for an explanation on why you might need to unallocate transactions.

Purchase credit note in Sage 200

6. Click Save on the bottom left.

7. Now, if you check the transaction enquiry, you’ll see that there is a new credit note on the account and it is allocated against the original invoice.

Credit note in Sage 200

TIP: You can also use the Correct function to amend details on a transaction.

Pop up alert in Sage 200

TIP: If you close the message, you can still bring the message back up by clicking on the alert button, next to the PL code.

Now, let’s look at how you can amend the nominal code for an invoice.

1. As above, access the Correct Transaction screen and highlight the transaction you want to amend.

2. Then click on the Correct button.

3. Browse to the Nominal and VAT analysis tab, amend the original Nominal code and click on the Post Correction button.

Amend nominal code in Sage 200

4. If you look on the transaction enquiry, you will now notice that Sage has created a Credit note to cancel the invoice and created a new Invoice with the correct information.

Transaction enquiry in Sage 200

TIP: As well as from the Nominal code, you can also amend all the other information you can see on the correction screen. (Supplier code, Value, Vat Code etc.),

Additional Information

You can Correct/Amend most transactions, apart from the below:

1. Transactions that have been allocated – You will need to unallocate the transactions first.

2. Where you have reconciled these transactions in the Bank – You will need to unreconcile them first.

3. Some transactions that can’t be corrected will not be displayed on the screen. These transactions are:

  • Opening balances
  • Transactions created to reverse another transaction.
  • Transactions that have already been reversed or corrected.

4. You can’t reverse or correct:

  • Foreign currency payments or refunds (receipts).
  • Opening balances.
  • Any transactions created to correct or reverse another transaction.
  • A transaction that has already been reversed or corrected.
  • You can’t correct (only reverse):
    • Refunds (payments).

5. If you are using authorisation, then unauthorised transactions can’t be corrected until they’ve been authorised. Unauthorised transactions are shown with the U in the Query column.

NOTE: Special rules apply to the foreign currency transactions. If you would like more information on this, please contact our Sage 200 support team.

Further Information

If you have any questions about this or need assistance, then please contact the GCC Group Support Team on 0345 260 1151 or servicedesk@gccgroup.co.uk

Disclaimer

Following these steps may have an impact on any third-party add-ons you have installed in and alongside your Sage 200 system. We would always recommend that you conduct thorough testing on a copy of your live databases and that you contact all the providers of any 3rd party addons or integration packages to ensure that their functionality is not going to be compromised in anyway.

Sage 200

Sage 200 combines powerful accounting software with the freedom of the cloud. Connect the dots between departments and become a smarter, more agile, and better-informed business.

The modules available mean the software can grow and adapt as your business grows.

Sage 200 offers:

  • Supercharged features to power growth
  • Greater control & insight of your business
  • A simple, intuitive, user interface to support users
  • Integration with Microsoft 365 – allowing your teams to collaborate and share more easily
  • Module options for managing stock, projects & manufacturing processes

This intuitive software delivers big picture visionary information, as well as granular details. And has the capabilities to deliver the insights you need to achieve success for your business.

Speak to a member of the GCC team and find out more about Sage.