Reverse Posted Document

Access this form during transaction entry using Reverse Posted Document.

Use this form to make a copy of a single, posted document, with its debits and credits reversed. The reversed document will be included in the current session. This document has the same account code information as the original document with the debits and credits reversed, and if applicable, the sign of the document amount reversed. After clicking OK, the system displays the new document you created.

The Transactions>Enter Budget session form has budget versions that are not available on any other Session form. Therefore, when you access its Reverse Posted Documents form, the system displays a Budget Version column in the Session ID drop-down list. Budget Versions were created by the Administrator using Organization>Set Up Modules>Budget>Budget Versions and selected when the budget worksheet was created using Activities>Budget Worksheet. Remember, copying or reversing a posted document applies to the Budget Version you selected on the Session form.

The Reversed Document field is only available for Transactions>Accounts Payable>Enter A/P Invoices, Transactions>Accounts Receivable>Enter A/R Invoices, or Transactions>Encumbrances>Enter Encumbrances, if the Allow Appending Entries check box is selected by the Administrator using Organization>Set Up Modules for each module. Note that a reverse posted document changes the document name and creates multiple documents instead of combining the original and reversed documents.

Account Level Security is available for this form. It allows you to define (filter) the account codes and related amounts a user can view. Note that if a user does not have Account Level Security enabled, they can see all account codes.

The Session ID drop-down list only contains Sessions whose currency is the same as the currency selected on the Session form. The Rate Type for the session being copied or reversed was established when the session was created and is used with the session currency to determine the Exchange Rate for all new transactions in the session. There are detailed Document Rate Type Rules.

A transferred inventory session can be viewed, however, the session and document fields cannot be copied, reversed, edited, or deleted.

 

Session ID: Enter an ID for the posted session (to be reversed), or select one from the drop-down list. The related description displays to the right.

Document: Enter the document number (to be reversed), or select one from the drop-down list. The related description and date display to the right.

Reversed Document: Accept the default document name for the reversed document you are creating. This name cannot be the same as an existing name in this session. Use the Drop-Down Lookup to view existing documents.

Document Date: Enter the new document's date.

Use Original Document Date: If you want to use the same document date as the original (the one you are copying from), select this check box.

Effective Date: Enter the new document's effective date.

Use Original Effective Date: If you want to use the same effective date as the original (the one you are copying from), select this check box.

Document Description: Enter a description for the new reversed document you are creating.

Use Document Description for Line Items: If you want the document description you entered above to display as the description in the transaction entry table, click this check box.

Refund Using Cash GL Code: Select the Cash GL Code to clear the non-balancing and Restriction segments of the cash line. This field is only available in a Accounts Payable Credit (APM) session.

  • You can reverse an entire posted session using Activities>Manage Sessions>Reverse Posted Sessions.
  • The Check Address selected on the original document will be maintained during the reversal process.