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Introduction
This document provides instructions for correcting statements when there is a need to add, delete or change a transaction after the prepare month end has been set and the update has NOT been completed.
Procedure
Change the prepare month end date BEFORE the date of the item you wish to add, delete or change.
- Record the current entries so they get changed back to exactly what they were at the beginning.
From the Optifacts main menu:
Type 1 – Accounts Receivable and press enter.
Type 2 – Monthly Routines and press enter.
Type 10 – Prepare Month End and press enter.
- As you go into accounts receivable to make the change, the system asks for a date. It defaults to the current date, change that date to the date you want the transaction to have. You are asked for a date again when you are actually entering the transaction. Be sure to change that date as well.
- Complete the transaction.
- Change the prepare month back to the original entries.
- Run Statements again for the affected accounts. You must answer ‘N’ to “Is this the first statement run of the month/” if you are not running statements for all accounts.
As an example, after statements for July and before the update was done, you notice that payments had not been entered on a couple of accounts on the 15th of July.
The prepare month end would look as follows:
It would need to be changed to look as follows:
When add transactions is entered, change the date to a date after the new prepare month end and before the “real” month end.
- Enter the date out for the transactions: [07/15/2019]
The next date needs to be changed as well:
- After the corrections have been made, change the prepare month end back to the original dates and continue with the new statement run, reports, backup and update.