Fixing Errors - Contra-posting to correct an 'Allocated' Hold File entry
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Introduction
You will need to follow a different process if you have posted to the Hold File with an incorrect amount, but your charge has since been Released and processed to the Charge File.
Before you start:
- Make sure your original charge is at Allocated status in the Hold File.
- Check the details of your original charge in the Hold File. You need to make sure the PL Account, dates, Development and Client/Apportionment are the same as your original charge when creating a contra-posting. To do this, select your charge from the grid and either double click, or click View in the action bar.
Creating a contra-posting
To create a contra-posting:
- Navigate to the Purchase Ledger tab.
- Click Transactions in the action bar at the bottom.
- When the Purchase Ledger Transactions window opens, enter the details for your contra-posting. Everything should match your original posting.
- Make sure you add a minus symbol in the Total box, to post the equal but opposite amount.
- Select Charge File from the Post To dropdown.
- Once you are happy all your details are correct, click Post.
- If you have used the same invoice number as your original posting, you will be informed that this is a duplicate but you can click Yes to continue with the posting.
- A pop-up window will display the batch details, and you can click OK to dismiss.
Allocating a contra-posting against the original charge
Once your contra-posting has been created, you need to allocate it against the original charge. You can still do this in the Hold File, even though the entries have been processed to Charge.
To do this:
- Navigate to the Hold File tab.
- Use the filters to find your original charge(s), and your contra-posting so that they are displayed in the grid at the same time. Tip – filter by Development.
- Select both charges by holding Ctrl and clicking on both entries. You can allocate multiple Hold File entries against one contra-posting, as long as they equal 0.00.
- With both entries selected, click Exclude All Charges in the action bar at the bottom.
- A pop-up window will ask you to confirm that the charges will be excluded. Click Yes to approve.
- A further pop-up window will confirm the exclusion. Click OK to dismiss.
- Navigate to the client account, and select Charge Transaction. Filter the charges by Excluded and you will see the 2 charges in red.
Once this is done, neither of these charges will appear on your client invoices.
The two transactions will also cancel each other out in the Purchase Ledger.
If you receive an error when you click Exclude All Charges, check that you have entered your From/To Date correctly.
Excluding charges for a single client
If you only want to exclude the charge for one client:
- Make your contra-posting in the same way using the Purchase Ledger Transactions screen.
- Navigate to the individual Client account.
- Select the Charge Transaction tab.
- Find your original charge and your contra-posting.
- Select both entries by holding Ctrl and clicking on both lines on the grid.
- With both entries selected, click Exclude in the action bar at the bottom.
- A pop-up window will ask you to confirm that the charges will be excluded. Click Yes to approve.
- A further pop-up window will confirm the exclusion. Click OK to dismiss.
Once this is done, neither of these charges will appear on that client's invoices.
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