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Journals

  • 58 posts
  • # 88245

Hi,

I still get confused with correcting journals, and knowing which coloum to put the value in Dr or CR

for example at work I have been left with someone elses mistack:

an invoice is posted to the wrong supplier; it wasn't noticed for nearly 3 months
Then the supplier questions why an extra £20 is paid - they raised a credit note
this is when the fun begings - I start working at this office and can't do anything with this credit note
eventually it was agreed that the £20 be deducted from the latest statement.

the offending invoice was posted to the correct supplier and paid on time.

It all is very messy and quite confusing - I am at home now so don't have anything to hand

But we have eventually got the payment side of things sorted out but the accounts are a bit messy what with deletings/cancelling....

is there an easy way to journal this? :-(

  • Member
  • Practice Licence
  • 106 posts
  • # 88309

Without going into too-much detail, the easy solution is to create an 'opposing' journal entry for every incorrect entry in all accounts that have been affected, in much the same way that a credit note was raised for the original invoice (if I read your post correctly?). i.e. The customer/debtor invoice was raised as a Dr entry, so create a Cr journal entry for the same customer/debtor to cancel the original posting. The other 'half' of this journal will be a Dr entry into the correct customer/debtor account, effectively raising the original invoice.
Work through each of the incorrect entries methodically, and you should eventually have a journal entry to correct all of the previous mistakes.
If the credit note was raised on the wrong account, just do the opposite of the above, i.e. Dr the account that has/had the credit note, and Cr the account that should have received it.
This may be the more long-winded method, but is the easiest to follow.

I'm assuming you are using SAGE or similar? If so, and you are confident enough, you can enter the journals in any order you wish; all the debits then all the credits, vice-versa, or any-which-way, and they will all go where they are supposed to!
Remember they will probably be sequentially-numbered by the software package, and for future reference I find that entering them as you were trained (or may have been) - Dr then Cr, Dr then Cr, and so-on - is the best, neatest and easiest, and the least-likely way of making further errors.
Apologies if I'm teaching you to suck eggs.

  • Member
  • 71 posts
  • # 88310

Hi Jo'Anne


Reading you post I understand the situation to be:

1. Invoice received and posted to incorrect supplier account.

2. Invoice paid to incorrect supplier

3. Incorrect supplier raised credit note for overpayment

4. Agreed that overpayment would be deducted from next payment.  

5. Invoice posted to correct supplier account.


Question

1.  When invoice was posted to correct supplier was it credited off incorrect supplier?

If this is the case then you have an overpayment on the incorrect supplier account.  When you raise the next payment to this supplier you need include this overpayment and actually pay £20 less.  You do not need to post the credit note raised by the incorrect supplier as it has been raised unnecessarily and posting it could make the expenses incorrect.


Hope this helps.       


         
      

  


     

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