If a ledger voucher is posted incorrectly, it can be difficult to reverse and there is a risk that a manual re-posting might be performed incorrectly. However, in Uniconta there is a function that can cancel a voucher and create a reversal automatically. Even a whole journal can be cancelled if need be.
All ledger posting toolbars with a ‚Voucher transactions‘ button like this…
…can be used to cancel a voucher using the ‚Cancel voucher‘ button shown below.
(Click on the screenshots to enlarge).
For example, go into General Ledger/Reports/Transactions and click on ‚Voucher transactions‘. Highlight the voucher to be cancelled. Use the ‚Comment‘ box to insert text explaining the cancellation.
Reversals will now appear that correspond to the original posting with:
- the opposite +/- sign
- A check mark in the Cancelled and Correction fields
NB: Cancellation may only be used when correcting amounts posted in error and not for general posting, for example, of credit notes. Credit notes must be posted as a new, separate voucher with the appropriate documentation.
Searching for a voucher that needs to be cancelled
Use the navigation panel to open General Ledger/Reports/Transactions. The list of transactions may be very long. However, it is possible to search for posts using the ‚Search‘ field in the top right corner of the Uniconta screen. Read about the search function here.
In this example, flights were purchased, but they were posted in the wrong financial year and they need to be edited. Enter ‚Flights‘ in the search field and all posts will be displayed which include the text ‚Flights‘:
The search function allows the user to search by all known information e.g account, number, amount, text, date etc.
As search criteria are entered, the search will be narrowed down to the information the user is looking for.
NB: A filter may have been set up for the list being searched. This might mean that posts are outside this filter and therefore not included in the list. Click on the ‚Filter‘ button in the toolbar/ribbon to see any filters or click the ‚Clear Filter‘ button in the toolbar to display all transactions.
The filter button can also be used to find the voucher.
Read more about filters here.
Overview of cancelled vouchers
It is possible to view all cancelled vouchers by going to General Ledger/Reports/Transactions and using the filter function or by sorting the transactions by the Cancelled or Correction field.
The screenshot below shows a list of transactions sorted by the ‚Correction‘ field. To sort, click on the small black arrow on the right hand side of the field, which appears when the field is clicked on. If these fields are not shown, they can be added to the layout. Read about layout here.
Delete a journal
It is possible to delete all transactions in a journal. This is quicker than entering a reversal for all transactions in a new journal.
This example shows a journal (number 11) that has been posted incorrectly and needs to be deleted:
To delete the journal, click on the ‚Delete‘ button in the toolbar/ribbon:
Type ‚Delete‘ in the ‚Confirmation‘ box that appears, add a ‚Comment‘ and click on ‚OK‘.
The journal has now been deleted. The date that it was deleted and the user who deleted is also shown:
Reversals are not created here, as they are when using ‚Cancel voucher‘ function.
Documentation for a deleted journal
Any documentation relating to deleted journals remains in the system. That is to say that the ’name‘ of the journal is still included in the summary of all journals. For example, the ‚Daily‘ journals and the ‚Payroll‘ journals are still included in the summary of posted journals even if they were deleted. Each posted journal is allocated a unique internal posting number and all journals use a number series. This internal posting number can not be deleted, changed or edited by the user. It is automatically allocated by Uniconta. If posts in the journal are deleted, then the journal is marked deleted but it is still visible in the summary of posted journals.
If a user tries to delete a record in Uniconta, the system checks to see whether this record is being used anywhere else in the system.
If the record is indeed used elsewhere in the system, then the user will get the following message:
Error: Cannot delete record that is referred to
This is a function in Uniconta that ensures that a record cannot be deleted when the source still exists.
For example, if the user is trying to delte a physical voucher and receives this message, then it is because there is a journal post that is linked to this physical voucher. So the user needs to delete the journal entry or delete the reference from the journal to the physical voucher.
If the user, for example, sets up a customer, then creates a quote for this customer and subsequently tries to delete the customer then the user will receive this error. The user needs to delete the quote first.