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Enter accounting transactions

Edit multiple transactions

You can use the
Edit Multiple Transactions
 screen to do any of the following:
  • Void, delete, reverse, edit, or transfer multiple transactions at the same time, instead of taking this action on individual transactions, to help increase workflow efficiency. You may find this feature to be useful in cases where, for example, the wrong bank account was selected for several unprinted checks, and you need to correct the bank account selection for all of those checks. Or it may be helpful in cases where the wrong posting period or journal was used for a series of checks, and you need to correct this error for all of the checks in the series.
  • Delete historical payments
  • Delete payroll check templates (for after-the-fact payroll only)
note
  • You cannot void, delete, reverse, edit, or transfer any transactions that have been posted to a prior fiscal year or to a closed posting period of the current fiscal year. You must first change the client’s posting period to move back to the appropriate fiscal year or to reopen the closed posting periods.
  • You cannot void or delete any transactions that have been cleared through the bank reconciliation. You must first unclear the transaction. If the reconciliation has already been finalized, you will need to unfinalize it and then unclear the transaction.
  • You cannot void, delete, or reverse withdrawals of funds from client accounts for impound (live payroll only).
  • You cannot modify items that are voided or reversed, but you can delete them.
  • If you choose the Void or Delete action and mark the
    Duplicate printed Vendor/Payee checks as unprinted
     checkbox, the application copies the information from the printed vendor or payee checks selected to be voided or deleted and creates an unprinted check transaction for each one. Note that because of calculation requirements, the application cannot duplicate payroll checks.
To access the screen, select
Actions
,
Enter Transactions
, then
Edit Multiple Transactions
.

Actions

Select the action to perform on the transactions. The option you select in the
Action
 field affects the fields that are displayed in this section.
  • Delete
    : Select this option to completely remove the selected transactions from the database.
    If you mark the
    Duplicate printed Vendor/Payee checks as unprinted
     checkbox, the application copies the information from the printed vendor or payee checks selected for deletion and creates an unprinted check transaction for each one. Note that because of calculation requirements, the application cannot duplicate payroll checks.
  • Delete historical payments
    : Select this option to delete the selected historical payment transactions and open the related payroll liabilities to make them available for selection for other payments. This can be used for the closed liabilities associated with historical payroll checks created in the
    Generate Liabilities
     screen and also for historical/closed liabilities created in the
    Add Liability
     screen.
    note
    Because historical payment transactions do not affect the general ledger or bank account balances, they are not displayed or available in any other screens or in any reports. Only this dialog includes these historical payments to enable you to open liabilities that were incorrectly created as closed, and make them available for payments.
  • Delete payroll check templates
    : (Available for after-the-fact payroll only) Select this option to delete one or more payroll check templates that were created in the
    Enter Transactions
     screen.
  • Void
    : Select this option to void the selected transactions. The application enters the text
    **VOID**
     in the
    Amount
     column for each voided check.
    If you mark the
    Duplicate printed Vendor/Payee checks as unprinted
     checkbox, the application copies the information from the printed vendor or payee checks that are selected for voiding and creates an unprinted check transaction for each one. Note that because of calculation requirements, the application cannot duplicate payroll checks.
  • Reverse
    : Select this option to reverse the transaction and create a reversal check transaction.
    To use a single check date for all reversal checks, specify that date in the
    Reversal check date
     field. The date must be on or after the date of the original check. If you mark the
    Use original check date for reversal
     checkbox, the
    Reversal check date
     field is grayed and unavailable. Mark this checkbox to create each reversal check using the check date of the original check.
    To use a single posting period for all reversal checks, specify that period in the
    Reversal posting period
     field. The posting period must be either the same as or after the latest posting period for the original check transactions. If you mark the
    Use original posting period for reversal
     checkbox, the
    Reversal posting period
     field is grayed and unavailable. Mark this checkbox to create each reversal check using the posting period of the original check.
  • Edit
    : Select this option to choose a different posting period or journal for the selected transactions. Select the item to modify from the
    Fields to edit
     field (either Posting Period or Journal) and then select the new value from the
    New field value
     field.
  • Transfer
    : Select this option to choose a different bank account for the selected transactions, and then select the new bank account from the
    Destination bank account
     field.
    note
    • Bank accounts with an Inactive status are not available for selection on new transactions. If an inactive bank account was selected for an existing transaction, you cannot change the account in the transaction record. Instead, you must use the Transfer action to transfer those transactions to another account.
    • The Transfer action is available for only those security groups with rights to
      edit
       (not just view) the transaction type for which they will transfer data. To enable editing rights, click the
      Edit
       checkbox in the
      General
       tab or the
      Accounts Payable
       tab of the
      Security Groups
       screen for each transaction type for which that security group will transfer data.

Transactions

  • Filtering fields
    : To filter the list of transactions in the Transactions grid, select the field by which to filter the list from the dropdown above the Transactions grid.
  • Transactions grid
    : The grid includes all transactions that are eligible for the action selected in the
    Action
     field and that meet the filtering options selected in the
    Filtering
     fields. Mark the checkbox for each transaction on which to perform the action, and then select
    OK
    . You can right-click in the grid to select or deselect all transactions at one time.

This article applies to:

  • PRODUCT: Workpapers CS
  • Subject: Journal entries