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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 you have done the prepare month-end and the update NOT 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 precisely what they were at the beginning.

 From the Optifacts main menu:

Select Option 1 – Accounts Receivable and press Enter.

Select Option 2 – Monthly Routines and press Enter.

Select Option 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 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.

Example: You notice that payments had not been entered on July 15^th for a couple of accounts after the statement runs for July, but before you did the update.

The prepare month-end would look as follows:

You would need to change the “Inclusive End date of Transactions” to a date before the payment date (July 15^th, as described in our example above).

When you add a transaction, 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 you have made the corrections, change the prepare month-end back to the original dates and continue with the new statement run, reports, backup, and update.

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