Accounts Payable Posting Adjustments

The following questions and answers address posting adjustments for RTI 2000 Accounts Payable.

I expensed an invoice to the wrong month/period. It is still in a batch. How can I correct it?

You can simply change the month/period to which the batch is going be posted.

Note: Of course, this will change the expense month/period for the entire batch, not just one invoice. If only one invoice within the batch is expensed incorrectly, then you should delete that invoice from the existing batch and add it to a new batch that is expensed to the proper month/period.

1. On the Accounts Payable Processing menu, select Enter/Change Invoice Batches.

2. Highlight the batch that was entered to the wrong month/period and select General.

3. Change the parameters for Expense Month or Expense Year to the correct ones for this batch.

4. Select OK, and then Close.

I expensed an invoice to the wrong month/period. It has been updated to the Invoice Master File but is still unpaid. How can I correct it?

To correct this within Accounts Payable, the invoice must be deleted and then re-entered correctly. Use the following steps.

Note: If you use RTI 2000 General Ledger, you may choose to correct this problem by making journal entries. One journal entry would be needed to reverse the invoice in the month/period where it was expensed incorrectly. Another journal entry would be needed to expense it to the correct month/period.

1. From the Accounts Payable Processing menu, select Change Invoice Master File.

2. Enter the vendor for the invoice to be deleted.

3. Using the Invoice Number, First invoice, and Next invoice options, select the invoice to be deleted.

4. Change the Payment Status to Delete. When prompted for the month/period to which to post the deletion, select the same month/period to which the original invoice was posted.

5. Enter a new invoice within a batch that is expensed to the correct month/period.

6. Update the batch.

I expensed an invoice to the wrong month/period. It has been updated to the Master File and a check has been written to pay it. How can I correct it?

Correcting this within Accounts Payable involves three tasks: (A) void the check, (B) delete the invoice, and (C) enter a replacement invoice and check.

Note: If you use RTI 2000 General Ledger, you may choose to make journal entries to correct this problem. You would need to make one set of journal entries to reverse the invoice and check in the month/period where they were incorrectly expensed. Another set of journal entries would be needed to expense the invoice and check in the correct month/period.

A. Void the Check

1. From the Accounts Payable Processing menu, select Checks and then Void A Check/Reset Invoice.

2. Select the bank account from which this check was paid. Enter the check number and select Reset.

3. Select Continue.

4. When the void check parameters appear, select the month/period and year where you want the debit to the cash account to occur. (Normally, this would be the month/period which was incorrectly credited when the check was issued). Then select to Void the Check.

B. Delete the Invoice

1. Return to the Accounts Payable Processing menu and select Change Invoice Master File.

2. Enter the vendor for the invoice to be deleted.

3. Using the Invoice Number, First invoice, and Next invoice options, select the invoice to be deleted.

4. Change the Payment Status to Delete. When prompted for the month/period to which to post the deletion, select the same month/period to which the original invoice was posted.

C. Replace the Invoice and Check

1. Enter the invoice into a new batch that is expensed to the correct month/period. Update the batch to the Master File.

2. Return to the Accounts Payable Processing menu, select Checks, and then select Manual Checks/Bank Drafts.

3. Enter a replacement check to pay this invoice using the correct month/period to credit the cash account.

Note: You cannot reuse check numbers in Accounts Payable, so you will need to use a different check number. You can add additional digits to the original check number to assist in tracking it. (For example, if the voided check was number 1234, then the replacement check number could be entered as 991234.)

4. Select the new invoice entered in STEP 1 of this section and apply the replacement check.

I credited a check to the wrong month/period. This resulted in my cash account being credited in the wrong month/period. How can I correct it?

To correct within Accounts Payable, the check must be voided, and the invoice must be reset and then paid with a manual check. Use the steps below.

Note: If you use RTI 2000 General Ledger, you may choose to make journal entries to correct this problem. One journal entry would be needed to reverse the check in the month/period where it was credited incorrectly. Another journal entry would be needed to credit it to the correct month/period.

1. From the Accounts Payable Processing menu, select Checks, and then select Void A Check/Reset Invoice.

2. Select the bank account from which this check was paid. Enter the check number and select Reset Invoices. Do NOT select to Delete the invoice.

3. Select Continue.

4. When the void check parameters appear, select the month/period and year where you want the debit to the cash account to occur (normally, this would be the month/period that was incorrectly credited when the check was issued). Then select to Void the Check.

5. Return to the Accounts Payable Processing Menu and select Checks and then select Manual Checks/Bank Drafts.

6. Enter a replacement check to pay this invoice using the correct month/period to credit the cash account.

Note: You cannot reuse check numbers in Accounts Payable, so you will need to use a different check number. You can add additional digits to the original check number to assist in tracking it. (For example, if the voided check was number 1234, then the replacement check number could be entered as 991234.)

7. Select the specific invoice that was paid by the original check and apply the replacement check.