Reverse Transaction

Reverse Transaction

The SapphireOne Reverse Transaction tool, is an extremely useful tool to be able to facilitate the automatic reversal of a transaction as set out below, rather than going in manually creating a for example vendor credit or vendor journal the tool will automatically create this transaction without additional any user intervention or having to do any data entry. From time to time mistakes are made, and a transaction is posted that has an error of some type. When the transaction is reversed and posted the end result will be that an equal and opposite transaction will be created. This new transaction when posted, will reverse out the original transaction that was incorrectly data entry it and posted by the SapphireOne and user.

Provision has been made for the reversing of these transactions

  • Reverse Build – This Tool will reverse any Build based transactions that have been posted and needs to be reversed.
  • Reverse Manager – This Tool will enable transactions created and posted in a Manager Inquiry to be reversed.
  • Reverse PJG – If an Inwards Goods transaction has been Posted there is a Tool provided by Sapphire One to reverse this type of transaction.
  • Reverse Transaction – This tool allows the user to create a reverse transaction from Accounts, Inventory and Projects modes.

Reverse Build

Where Used: Inventory > Inventory > Build Transactions

The Sapphire Reverse Build tool has been provided so that the SapphireOne user has the ability to reverse a posted Inventory item that has been built. This works exactly the same way as reversing a transaction using the Reverse tool transaction with Accounts mode or Inventory mode. The difference being that this tool is only displayed when a List of Built Transactions is open on screen.

Once the user has selected the Build Transaction Inquiry screen, the user will then highlight that particular build or builds that they would like to reverse, and then select the tool and go to process and select Reverse Build. This will reverse either the single build or the multiple selected builds that the user has selected.

If a transaction has not been selected/highlighted or posted, the alert as seen here will be displayed warning the user that they have not selected a transaction, or that the selected transaction has not been posted. Remember that unposted transactions of any type may be deleted.

Once a built and posted transaction is selected the user will see the alert as here.

Note carefully as the alert will indicate how many build type transactions will be reversed using this tool.

Reverse PGJ.

Where Used. Inventory > Purchases > Transaction Inquiry

Any PGJ transaction or Inwards Goods Transaction, should not be reversed using the standard Reverse Transaction tool which the user will also find on the Sapphire Tools menu.

Job/Projects > Costs > Inventory Transaction Inquiry
If an Inwards Goods transaction has been Posted and for some reason needs to be reversed there is a specific Sapphire Tool to reverse it. A PGJ is unusual in that stock that has not yet been physically received into your inventory, within certain restrictions, may be processed for sale.
For this reason a specific tool has been designed and installed in the Sapphire Tools menu. This Tool gives the user the option to reverse a PGJ that may have an error of some type or has been posted early for some reason.

Initially SapphireOne creates PGJ’s from OVI’s.
Once this tool is used a new PGJ will be created in reverse of the original which will cancel out the original. A new OVI will also be created in lieu of the Original PGJ.

Reverse Transaction.

Where Used. Accounts, Inventory & Project modes for all Transaction Inquiries.

This allows the full reversal of a transaction and will also modify the allocation details to reflect this.

For each mode there are a number of alerts as required. All of the alerts are displayed from accounts mode so this mode will be used as the example here.

Other modes do not have all of the these alerts so proceed as required.

The screenshots for the example are from: Accounts > Receivables > Transaction Inquiry.

  • Transaction Selection – Select and highlight the Posted transaction or transactions that is/are to be reversed then select Reverse Transaction from the tools menu.
  • Checking How Many – This first alert above is the initial warning screen and a check that as to how many transaction(s) that you are going to reverse. Check it Carefully.
  • Accounts Mode – One of the additional alerts is the date Alert. SapphireOne will ask the user the enter in a date for this reversal.
  • Period Warning – Normally an error like this would be corrected in the same period but if a transaction is reversed from an earlier period an alert will advise you of this.
  • Displaying Results – Since we have reversed the single transaction, it is displayed at the top of the transaction list. The original transaction is 5 rows below the reversed transaction in the screenshot below.

This option does Not Delete the original transaction you wish to reverse but creates a completely new transaction reversing the existing transaction. The General Ledger will not be updated until the reversal entry has been posted.

  • Viewing the new Reversed transaction, a Client Credit (CC)
  • Viewing the new Reversed transaction, a Client Credit (CC) the user will see that in the Memo entry field a line of text has been entered: —Reversal of Sequence # xxxxx— or #–57190– in the screenshot above.
  • xxxxx is the sequence number above of the transaction that was reversed.
  • the user will see that in the Memo entry field a line of text has been entered: —Reversal of Sequence # xxxxx— or #–57190– in the screenshot above.
  • xxxxx is the sequence number above of the transaction that was reversed.

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