Adjusting Posted Entries

From the General Ledger screen, select the Options menu and then Adjust Posted Entries.
To adjust the entries from posted cash receipts in General Ledger:

Click the General Ledger tab on the Adjust Posted Entries screen.
Enter the ID of the received from for which to adjust a cash receipt in the Received From ID field, or click the down-arrow button to select the correct one.

Note: Click the Find button to select the correct received from ID, cash receipt number, and/or cash receipt key of the cash receipt to adjust; then continue with the adjustment.

Enter the cash receipt number or cash receipt key of the cash receipt to adjust in the Cash Receipt Number field and/or the Cash Receipt Key field, or click the Find button to select the correct one.

Note: The cash receipts entered and posted in a batch with the Create Receivables field selected, or cash receipts brought into a batch using the Select Receivables for Processing option, cannot be adjusted with the Adjust Posted Entries option.

All the detail line items included on the specified cash receipt appear in the Cash Receipt Detail List. For each line item, the chart of account number, cash account number, detail description, and detail amount display.
Click the Adjust button located to the right of the detail line item to adjust.
The Adjust Cash Receipt Entry screen will appear for the selected line item.
Complete the Adjust Cash Receipt Entry screen:
The original chart of account number, original cash account number, detail description, and detail amount appear in the Chart of Account Number, Cash Account Number, Cash Receipt Detail Description, and Cash Receipt Detail Amount fields and cannot be changed.
Enter the description to use for the reversing entry to the original chart of account number in the Reversal Cash Receipt Detail Description field. The description can be up to 40 characters long. A default description will appear but can be changed.
If desired, enter a comment explaining the reason for the adjustment in the Comments field. The comment can be alphanumeric and up to 1,000 characters long.

Note: Once the adjustment has been executed, this comment is available to be viewed on either the Adjust Posted Entries Listing or the Manual Journal Entries Listing - Detail (with the report selection description of Posted Including Adjusting Entries) by selecting to print the Comments from within the Optional Fields section on the Report Printing Options screen.

Complete the Adjusting Entries List to designate the account number(s) for which to record the adjustment. The initial correcting entry will appear in the Adjusting Entries List, but additional correcting entries can be added by completing the blank line (indicated with an asterisk) at the bottom of the Adjusting Entries List. For each correcting entry, complete the following:
Enter the correct account number to use in the New Chart of Account Number field, or click the down-arrow button to select the correct one.

Note: The original account number and new account number can be in different funds if needed.

Enter the amount to use for the correcting entry in the New Cash Receipt Detail Amount field. The amount can be up to 14 digits long (including the decimal point, if applicable) and will be rounded to 2 decimal places by the system if capable. The original detail amount will appear as the default for the first correcting entry but can be changed.

Note: The total of the correcting entries must equal the original amount of the line item as shown in the Cash Receipt Detail Amount field.

Tip: If only part of the amount of the detail line item should be moved to a new account number, enter two correcting entries with one using a new account number and the other one using the original account number.

Enter the description to use for the correcting entry in the Correction Cash Receipt Detail Description field. The description can be up to 40 characters long. A default description will appear but can be changed.
The original cash account number to which the reversing entry will be posted displays in the Reversal Cash Account Number field and cannot be changed.
Enter the cash (or other asset) account number to use for the correcting entry in the Correction Cash Account Number field. If the account number is not known, click the down-arrow button to select the correct one. If the correcting entry uses an account number in the same fund as the original entry, the original cash account number will appear as the default but can be changed if needed. If the correcting entry uses an account number in a different fund than the original entry, the default cash account number entered in the General Ledger Cash Account field in the Fund File for the other fund will appear, but can be changed.
If applicable, repeat these steps until all the correcting entries have been added.

Note: If needed, to remove a correcting entry from the list, click the Delete button located to the left of the desired account number; when prompted to delete the line, click Yes.

Click the Execute button.

To adjust the entries from updated checks in Accounts Payable (only if operating on a cash basis):

Click the Accounts Payable tab on the Adjust Posted Entries screen.
Enter the appropriate type of check (Automatic Payment, Check, Direct Deposit, or Zero Balance) to adjust in the Check Type field, or click the down-arrow button to select the correct one.

Note: Click the Find button to select the correct check type, checking account, and check number of the check, direct deposit stub, or automatic payment stub to adjust; then continue with the adjustment.

Enter the ID of the checking account from which the check to adjust was posted in the Checking Account ID field, or click the down-arrow button to select the correct one.
Enter the number of the check to adjust in the Check Number field, or click the Find button to select the correct one.
All the entries included on the specified check appear in the Check Detail List. For each entry, the invoice number, original account number, detail description, and detail amount display.
Click the Adjust button located to the right of the detail line item to adjust.
The Adjust Accounts Payable Entry screen will appear for the selected line item.
Complete the Adjust Accounts Payable Entry screen:
The invoice number, original chart of account number, detail description, and detail amount appear in the Invoice Number, Chart of Account Number, Invoice Detail Description, and Invoice Detail Amount fields and cannot be changed.
Enter the description to use for the reversing entry to the original chart of account number in the Reversal Invoice Detail Description field. The description can be up to 40 characters long. A default description will appear but can be changed.
If desired, enter a comment explaining the reason for the adjustment in the Comments field. The comment can be alphanumeric and up to 1,000 characters long.

Complete the Adjusting Entries List to designate the account number(s) for which to record the adjustment. The initial correcting entry will appear in the Adjusting Entries List, but additional correcting entries can be added by completing the blank line (indicated with an asterisk) at the bottom of the Adjusting Entries List. For each correcting entry, complete the following:
Enter the correct account number to use in the New Chart of Account Number field, or click the down-arrow button to select the correct one.

Note: If needed, the original account number and new account number can be in different funds, but a warning icon will appear if the funds being used are not in the same checking account.

Enter the amount to use for the correcting entry in the New Invoice Detail Amount field. The amount can be up to 14 digits long (including the decimal point, if applicable) and will be rounded to 2 decimal places by the system if capable. The original detail amount will appear as the default for the first correcting entry but can be changed.

Note: The total of the correcting entries must equal the original amount of the line item as shown in the Invoice Detail Amount field.

Enter the description to use for the correcting entry in the Correction Invoice Detail Description field. The description can be up to 40 characters long. A default description will appear but can be changed.
The Reversal Cash Account Number and Correction Cash Account Number fields are disabled and cannot be changed. If the original account number and new account number are in the same fund, the fields will be blank; otherwise, if the original account number and new account number are in different funds, the appropriate cash account numbers to which the reversing and correcting entries will be posted display in the fields.
If applicable, repeat these steps until all the correcting entries have been added.

Note: If needed, to remove a correcting entry from the list, click the Delete button located to the left of the desired account number; when prompted to delete the line, click Yes.

Click the Execute button.

To adjust the entries from posted invoices in Accounts Payable (only if operating on an accrual basis):

Click the Accounts Payable tab on the Adjust Posted Entries screen.
Enter the ID of the vendor for which to adjust an invoice in the Vendor ID field, or click the down-arrow button to select the correct one.

Note: Click the Find button to select the correct vendor and invoice to adjust; then continue with the adjustment.

Enter the number of the invoice to adjust in the Invoice Number field, or click the Find button to select the correct one.
All the entries included on the specified invoice appear in the Invoice Detail List. For each entry, the invoice number, original account number, transaction description, and detail amount display.
Click the Adjust button located to the right of the detail line item to adjust.
The Adjust Accounts Payable Entry screen will appear for the selected line item.
Complete the Adjust Accounts Payable Entry screen:
The invoice number, original chart of account number, detail description, and detail amount appear in the Invoice Number, Chart of Account Number, Invoice Detail Description, and Invoice Detail Amount fields and cannot be changed.
Enter the description to use for the reversing entry to the original chart of account number in the Reversal Invoice Detail Description field. The description can be up to 40 characters long. A default description will appear but can be changed.
If desired, enter a comment explaining the reason for the adjustment in the Comments field. The comment can be alphanumeric and up to 1,000 characters long.

Complete the Adjusting Entries List to designate the account number(s) for which to record the adjustment. The initial correcting entry will appear in the Adjusting Entries List, but additional correcting entries can be added by completing the blank line (indicated with an asterisk) at the bottom of the Adjusting Entries List. For each correcting entry, complete the following:
- Enter the correct account number to use in the New Chart of Account Number field, or click the down-arrow button to select the correct one.

Note: The original account number and new account number must be in the same fund; if an adjustment needs to be made for different funds, complete a manual journal entry instead.

Enter the amount to use for the correcting entry in the New Invoice Detail Amount field. The amount can be up to 14 digits long (including the decimal point, if applicable) and will be rounded to 2 decimal places by the system if capable. The original detail amount will appear as the default for the first correcting entry but can be changed.

Note: The total of the correcting entries must equal the original amount of the line item as shown in the Invoice Detail Amount field.

Enter the description to use for the correcting entry in the Correction Invoice Detail Description field. The description can be up to 40 characters long. A default description will appear but can be changed.
The Reversal Cash Account Number and Correction Cash Account Number fields are disabled; the fields will be blank and cannot be changed.
If applicable, repeat these steps until all the correcting entries have been added.

Note: If needed, to remove a correcting entry from the list, click the Delete button located to the left of the desired account number; when prompted to delete the line, click Yes.

Click the Execute button.

To adjust the entries from updated checks in Payroll (only those with earnings):

Click the Payroll tab on the Adjust Posted Entries screen.
Enter the appropriate type of check (Automatic Payment, Check, Direct Deposit, or Zero Balance) to adjust in the Check Type field, or click the down-arrow button to select the correct one.

Enter the ID of the checking account from which the check to adjust was posted in the Checking Account ID field, or click the down-arrow button to select the correct one.
Enter the number of the check to adjust in the Check Number field, or click the Find button to select the correct one.
All the entries included on the specified check appear in the Expense Detail List. For each entry, the original account number, transaction description, pay code ID, and amount display.
Click the Adjust button located to the right of the entry to adjust.

Note: Only the entries for the salary expenses on the check can be adjusted (changed) as the system will automatically adjust the benefit expenses using the appropriate account numbers. Expenses that are not tied to any earnings will appear in a section titled No Earnings Record (Adjust Manually) and cannot be adjusted; if needed, complete a manual journal entry to adjust those expenses.

The Adjust Payroll Entry screen will appear for the selected line.
Complete the Adjust Payroll Entry screen:
If desired, enter a comment explaining the reason for the adjustment in the Comments field. The comment can be alphanumeric and up to 1,000 characters long.

The original chart of account number, transaction description, pay code ID, and amount appear in the Expense Detail to Adjust List and cannot be changed.
Complete the Adjusting Entries List to designate the account number(s) for which to record the adjustment. The initial correcting entry will appear in the Adjusting Entries List, but additional correcting entries can be added by completing the blank line (indicated with an asterisk) at the bottom of the Adjusting Entries List. For each correcting entry, complete the following:
Enter the correct salary expense account number to use in the New Expense Chart of Account Number field, or click the down-arrow button to select the correct one.

Note: If needed, the original account number and new account number can be in different funds as long as the funds being used are in the same checking account (unless the check was expensed or reverse GAAP expensed (if applicable), then the original account number and new account number must be in the same fund).

Tip: If the original and new account numbers are in different funds, the entries affecting the payables for deductions and taxes will automatically be tracked within the Deductions and Taxes Payable in Payroll. Reminder, the system only accumulates the payables in the Deductions and Taxes Payable options for the deductions and taxes which are tied to payees (Payee ID field is completed).

Enter the ID of the pay code to use for the correcting entry in the ID field, or click the down-arrow button to select the correct one. The ID entered here must be the same pay code ID used with the entry being adjusted.
Enter the amount to use for the correcting entry in the New Amount field. The amount can be up to 14 digits long (including the decimal point, if applicable) and will be rounded to 2 decimal places by the system if capable. The original amount will appear as the default for the first correcting entry but can be changed.

Note: The total of the correcting entries must equal the original amount of the entry as shown in the Amount field in the Expense Details to Adjust List.

Tip: If only part of the amount of the entry should be moved to a new account number, enter two correcting entries with one using a new account number and the other one using the original account number.

If applicable, repeat these steps until all the correcting entries have been added.

Note: If needed, to remove a correcting entry from the list, click the Delete button located to the left of the desired account number; when prompted to delete the line, click Yes.

Click the Display button to view all the reversing and correcting entries that will be made for the salary and benefit expenses.

Note: If there are errors or warnings caused by a reversing or correcting entry, the error or warning icon will appear to the right of the account number; all errors must be resolved before the adjustment can be completed.

Click the Execute button.

The reversing and correcting entries are reflected in General Ledger and also in the applicable options and reports within the corresponding modules. If desired, print the Adjust Posted Entries Listing to view a listing of the adjusting entries.

Steps to Print a Report

Tip: The adjusting entries are also included on additional General Ledger reports. The adjusting entries are indicated with an asterisk after the Journal Code column on the Account Inquiry reports, Activity Fund Balance Report - Detail, and Entry File Report. To include the adjusting entries on the Manual Journal Entries Listing - Detail and Manual Journal Entries Listing - Summary reports, choose Posted Including Adjusting Entries as the Report Selection Description and complete the report parameters as desired.