Getting There

From the main screen of Family Data & Accounting click Functions > Agency Accounting > Agency Payment Posting.

Correcting Entry

How to handle the correcting entry depends on the type of mistake you wish to offset.

• Payment (or Adjustment) to Wrong Family
• Adjustment for Wrong Amount
• Adjustment using Wrong Adjust Code
• Payment for Wrong Amount
• Payment for Wrong Date

Example 1: Payment (or Adjustment) to Wrong Family

This example assumes a payment (or adjustment) was originally posted to the wrong family.

1. At the Agency Payment Posting screen:
   1. Select the name of the agency from the pull down list (upper right).
   2. Check the box to "Include previously balanced charges".
   3. Click View Current.
2. A list of outstanding charges to that agency (and previously balanced charges) is displayed.
   1. Choose a Post Date. This is the date the transaction will be recorded. You may want this to match the date of the original posting.
   2. Enter a Comment like "Correction - Check #123".
   3. This correction does not affect the amount of the original check, therefore the Amount box (at the top) should say 0.00.
   4. In the Payment (or Adjustment) column:
      • Enter the correct amount for the child  to whom the payment (or adjustment) should have been posted, for example 100.00. If this is an adjustment be sure to use the same Adjustment Code as originally used.
      • Enter an offsetting negative amount for the child to whom it was accidentally posted, for example -100.00. If this is an adjustment be sure to use the same Adjustment Code as originally used.
      • The total at the top of the Payment column must now be zero.
      • The total at the top of the Adjustment column would normally be zero as well, but it doesn't have to be. You may make an adjustment by itself that doesn't have an offsetting entry, if needed.
   5. Click Post & Exit.

Example 2: Adjustment for Wrong Amount

This example assumes an adjustment was originally posted for the wrong amount.

1. At the Agency Payment Posting screen:
   1. Select the name of the agency from the pull down list (upper right).
   2. Check the box to "Include previously balanced charges".
   3. Click View Current.
2. A list of outstanding charges to that agency (and previously balanced charges) is displayed.
   1. Choose a Post Date. This is the date the transaction will be recorded. You may want this to match the date of the original posting.
   2. Enter a Comment like "Correction - Check #123".
   3. This correction does not affect the amount of the original check, therefore the Amount box (at the top) should say 0.00.
   4. In the Adjustment column:
      • Enter a correcting amount for the child  to whom the adjustment was originally posted. If you under stated the credit (the credit was entered as less than it should have been) enter a positive amount to make up the difference. If you over stated the credit (the credit was entered as more than it should have been) enter a negative amount.
      • Be sure to use the same Adjustment Code as originally used..
      • The total at the top of the Payment column must be zero.
      • The total at the top of the Adjustment column will be positive or negative depending on the correction made.
   5. Click Post & Exit.

Example 3: Adjustment using Wrong Adjust Code

This example assumes an adjustment was originally posted using the wrong adjustment code.

1. Reverse the original entry. At the Agency Payment Posting screen:
   1. Select the name of the agency from the pull down list (upper right).
   2. Check the box to "Include previously balanced charges".
   3. Click View Current.
2. A list of outstanding charges to that agency (and previously balanced charges) is displayed.
   1. Choose a Post Date. This is the date the transaction will be recorded. You may want this to match the date of the original posting.
   2. Enter a Comment like "Correction A - Check #123".
   3. This correction does not affect the amount of the original check, therefore the Amount box (at the top) should say 0.00.
   4. In the Adjustment column:
      • Enter a negative amount to reverse the adjustment for the child  to whom it was originally posted.
      • Be sure to use the SAME Adjustment Code as originally used.
      • The total at the top of the Payment column must be zero.
      • The total at the top of the Adjustment column will be negative.
   5. Click Post & Exit.
3. Re-post using the correct adjustment code. At the Agency Payment Posting screen:
   1. Click View Current again.
4. A list of outstanding charges to that agency (and previously balanced charges) is displayed.
   1. Choose a Post Date. This is the date the transaction will be recorded. You may want this to match the date of the original posting.
   2. Enter a Comment like "Correction B - Check #123".
   3. This correction does not affect the amount of the original check, therefore the Amount box (at the top) should say 0.00.
   4. In the Adjustment column:
      • Enter the correct amount for the child  to whom it was originally posted.
      • Be sure to use the CORRECT Adjustment Code as this time.
      • The total at the top of the Payment column must be zero.
      • The total at the top of the Adjustment column will be positive.
   5. Click Post & Exit.

Example 4: Payment for Wrong Amount

This example assumes a payment was originally posted for the wrong amount.

NOTE: While you could perform this correction as a single off-setting payment amount, either positive or negative, it is probably clearer to enter a reversing entry for the full incorrect payment amount, and then re-post a new payment for the full correct payment amount, as we suggest here.

1. At the Agency Payment Posting screen:
   1. Select the name of the agency from the pull down list (upper right).
   2. Check the box to "Include previously balanced charges".
   3. Click View Current.
2. A list of outstanding charges to that agency (and previously balanced charges) is displayed.
   1. Choose a Post Date. This is the date the transaction will be recorded. You may want this to match the date of the original posting.
   2. Enter a Comment like "Correction - Check #123, part A".
   3. This correction DOES affect the amount of the original check. Enter a negative in the Amount box (at the top) to reverse that portion of the payment for example -100.00.
   4. In the Payment column:
      • Enter a correcting amount for the child  to whom the payment was originally posted. Use a negative number to reverse the payment like -100.00.
      • The total at the top of the Payment column must match the correcting entry. In this example both should say -100.00.
      • The total at the top of the Adjustment column should be zero.
   5. Click Post & Exit.
3. Click the View Current button again and record the correct amount.
   1. Choose a Post Date. This is the date the transaction will be recorded. You may want this to match the date of the original posting.
   2. Enter a Comment like "Correction - Check #123, part B".
   3. Enter a positive number in the Amount box (at the top) to reflect the correct amount of the payment for example 125.00.
   4. In the Payment column:
      • Enter the correct amount for the child  to whom the payment was originally posted. Again, use a positive number 125.00.
      • The total at the top of the Payment column must match the new entry. In this example both should say 125.00.
      • The total at the top of the Adjustment column should be zero.
   5. Click Post & Exit.
4. The amount of the deposit has changed. Open the Deposit Report and add the two correcting items to the report.
   1. From the main screen of Family Data & Accounting click Functions > Family Accounting > Deposit Reports.
   2. At the Deposit Reports screen dbl-click the deposit you wish to re-open.
   3. Click the Show All button (lower left) so the correcting entries are available and add them to the report. Click the plus sign (+) next to the payment category (like Pmt by Agency) and check the items you wish to add. 
   4. Under Deposit Accounts enter the correct amount of the deposit. Both amount totals should appear in green.
   5. Click Close Report.

Example 5: Payment for the Wrong Date

This example shows how to reverse an entire payment posted with the wrong date and then re-post with the correct date.

1. At the Agency Payment Posting screen:
   1. Select the name of the agency from the pull down list (upper right).
   2. Check the box to "Include previously balanced charges".
   3. Click View Current.
2. A list of outstanding charges to that agency (and previously balanced charges) is displayed.
   1. Choose a Post Date that matches the original wrong posting date.
   2. Enter a Comment like "Reverse Ck#123".
   3. This correction COMPLETELY reverses the original check. Enter a negative in the Amount box (at the top) to reverse the payment for example -2234.00.
   4. In the Payment column:
      • Enter a correcting amount for each child  to whom the payment was originally posted. Use a negative number to reverse the payment like -225.00.
      • The total at the top of the Payment column must match the correcting entry. In this example both should say -2234.00.
      • The total at the top of the Adjustment column should be zero.
   5. Click Post & Exit.
3. Click the View Current button again and record the correct amount.
   1. Choose a Post Date which is the correct posting date for the payment.
   2. Enter a Comment like "Re-Post Ck#123".
   3. Enter a positive number in the Amount box (at the top) to reflect the correct amount of the payment for example 2234.00.
   4. In the Payment column:
      • Enter the correct amount for each child to whom you reversed the payment for in step 2 above. Again, use a positive number for each child like 225.00.
      • The total at the top of the Payment column must match the new entry. In this example both should say 2234.00.
      • The total at the top of the Adjustment column should be zero.
   5. Click Post & Exit.
4. The amount of the two payments offset each other, but must be closed on a deposit report. Open the Deposit Report to include the two correcting items to the report, with a net deposit amount of zero.
   1. From the main screen of Family Data & Accounting click Functions > Family Accounting > Deposit Reports.
   2. At the Deposit Reports screen dbl-click the deposit you wish to re-open.
   3. Click the Show All button (lower left) so the correcting entries are available and add them to the report. Click the plus sign (+) next to the payment category (like Pmt by Agency) and check the items you wish to add. 
   4. Under Deposit Accounts enter the correct amount of the deposit. Both amount totals should appear in green.
   5. Click Close Report.

 

tags: agency correction