Dynamics Community Forum Thread Details

Reversal/Deletion for Manual Checks?

Our intern accidentally entered a voucher batch of hand checks into Solomon with the wrong period and then went and to “Manual Check Entry” and applied all of the checks to the vouchers, in the wrong period as well.

The normal course of action is to do a debit adjustment but because the original vouchers had manual checks applied to them, the debit adjustments will not apply to anything.

I entered the debit adjustments but when I went to “Manual Check Entry” to apply them, the balance of the entry is negative so it will never allow the batch to be posted.

Here is our specific example:

A batch of seven hand written checks from us to a different vendors were put into period 12-14 instead of 01-2015. The procedure from there is to go to "Manual Check Entry" and apply each check to the correct voucher that was previously entered. All the items are now posted in 12-14, rather than 01-2015.

I went in and created a debit adjustment batch under the "Voucher And Adjustment Entry" for the previous erroneous voucher entry in 12-14. I also created the voucher entry in the correct period, posted it and applied the manual checks to the correct voucher batch.

Now when I go and try and apply the debit adjustments to checks within each vendor's account (Manual Check Entry) the total for the batch is out of balance because the debit adjustment entry is negative but the manual check entry doesn't allow negative balances.

Any idea what to do from here? Thanks!

Good for you. For once someone posted enough detail to actually track all that happened.

I believe you are still missing two sets of documents needed to correct the issue. The original entry, as I understand it, created a set of vouchers but was posted to the wrong period. Then the manual check screen was used to record checks for those vouchers but the wrong posting period was used again. You have now created debit adjustments, which are credits to the vendor, for the check amounts and posted those to the incorrect period (which takes the expenses away from the incorrect period assuming the debit adjustments hit the various expense accounts).

What is missing is the set of documents (either vouchers or credit adjustments) to the correct period to put those expenses where they belong. Once you create these credit adjustments you then need to fix the cash side (which was also wrong). You can do that by creating a debit adjustment for each check amount (or the sum of the checks) posted to the correct period but use the cash in bank account as the offset account. You can then make a check run that will create $0.00 checks to match up the new documents.

One warning about this approach. If you use Cash Manager or Bank Recon it will not see those debit adjustment(s) that hit cash in bank because those module do not expect debit adjustments to hit a cash account. You would have to make a cash transaction to adjust for this.

Another approach, if you use one of these modules, would be to void the manual checks, forgo the debit adjustment(s) to hit cash in bank and issue new checks. Of course, if those checks have already gone out (which seems like they would have since they are manual checks, this approach leaves you with voided checks that were actually cashed and new checks that were not distributed but cash and expenses are now straight.

Finally, if the incorrect vouchers and manual checks that were created have not yet been posted to GL (released but not posted), we have the opportunity to change the posting period of both original batches and you could create credit adjustments to offset the debit adjustments you made since they are no longer needed. I can tell you how to change the posting periods of those two original batches if that is still an option.

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