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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.