Correct transactions

Summary

How to use the correct transactions function in Sage Accounting.

Description

Use the Correct Transactions option to change the ledger account or analysis type on transactions that are:

Paid
Allocated
Included on a VAT return
Included on a bank reconciliation

You can't use this to change to or from any CIS ledger accounts. This is because we use the CIS ledger accounts to make CIS deductions.

Resolution

What you need to know

Use this for:

Paid invoices and credit notes
Credit notes and invoices allocated to each other
VAT reconciled invoices and credit notes
VAT reconciled payments and receipts
Bank reconciled payments and receipts

NOTE: It's not possible to change the description, or other text items using this process. Once reconciled, you can't edit invoice and credit note text or line item descriptions.

Users >

Only one user at a time can correct it. More than one user can make corrections at the same time. Wait for other users to fully complete their corrections before making your changes.

Only users with full access rights can make corrections. Other users can only see the history of the corrections.

Control Accounts >

You can't add or remove a Control Account ledger for a transaction using Correct Transactions.

These are ledger accounts automatically assigned. This includes bank accounts, Trade Debtors, Trade Creditors, and VAT.

Other ledger accounts >

Some ledger accounts can be set up to use only on certain transaction types. You can't change to a ledger account that is not set up for this transaction type. For example: you can't change the ledger account on a purchase invoice, to one set up for Sales only.

Analysis types >

You can't change to an analysis type that's not set up as the transaction type. For example, You change the analysis type on a purchase invoice to one that's only set up for Sales.

Find transactions to change

From Adjustments, select Correct Transactions.
Select Make Correction.
Use the search criteria to find the relevant transactions.

For example:

You've created several purchase invoices for different suppliers. You want to change the ledger account from 5000 to 5010. Use the Ledger Account and Transaction Type to narrow your search.
Select Search.
Select the transactions you want to correct and select Next.

Change the ledger account or analysis type

Choose the new ledger account or analysis type from the Change to… drop-down list.
If required, enter the reason for changing the item.
Select Review, and then Update.

Transaction was not updated

If we can't complete the change you requested, this message shows:

xxx items not updated. The reason this item / these items could not update is in the status column below.

Check why the change couldn't occur. Hover over the warning triangle in the status column. You may need to scroll to the right.

Explanation of each status >

Status	Detail	Reason
Ledger Account	We can’t correct the Ledger Account for this item.	The new ledger account selected isn't set up for the transaction type. You might have tried to change a ledger account on a purchase invoice to one that's only used for Sales. Check the visibility of each ledger account in your Chart of accounts.
Analysis Type	We can’t correct the Analysis Type for this item.	The new analysis type selected isn't set up for this transaction type. You might have tried to change the analysis type on a purchase invoice that's only used for Sales. Check the visibility of the analysis type you want to change to.
Conflict	Another user made a change to this item after it was selected. We didn’t make your correction.	Since searching for, and updating your transactions, another user changed the same transaction. Try correcting these transactions again later.
Locked This	This item could not update due to it being before your lockdown date.	Since searching for, and updating your transactions, your year-end lockdown date has changed.
Locked This	You cannot change to this type of account because your existing ledger account has a resale flag selected.	With the Flat Rate VAT scheme, you can select an Outside Flat Rate check box. Do this when posting a transaction to a Fixed Asset account. You can’t swap a fixed asset account with the Outside Flat Rate checked to a non-fixed asset ledger account. You selected the resale check box when creating your transaction. It's picked up on the Return of Trading Details (RTD) report. You can't change a direct expense ledger account with this resale flag, to a non-direct expense ledger account.
System Error	We ran into a temporary problem correcting this item. Try again in a short while.	A system error can occur due to many factors. We recommend you try again later.

Check previous corrections

You can see corrections on the Summary page. If you corrected multiple transactions, select the correction to see the details.