Due to two particular companies who trade under the same umberella confusing me with invoices that were duplicated though for exactly the same thing, (plus the fact that they weren't for the people I am helping out,..... long story to do with buying the business yet some invoices arriving to do with the previous owner) I have been left with two suppliers with some invoices duplicated (same invoice in both supplier subsiduaries).
What I would like to do is completely wipe one of the supplier accounts and put a credit note from there and one invoice from there into the other account so that all the invoices and credits are all under one supplier account.
Is this bad practice in sage to just delete all the transactions then enter them into another supplier or would it be ok from an auditing point of view?
I use Sage but wouldn't dream to give advice on its usage.
However, I know all too well the mess that it can get in if after you've made changes you suddenly find a whole load more information that renders much of your work incorrect.
How much work would be involved in reinstating the accounts back to an earlier backup and reapplying the invoices correctly?
I appreciate that for some businesses this is a mammoth task but others with turnover of fewer but larger higher value items it can be a viable alternative.
By choice I always prefer to get things right even if it takes a bit longer than to go with a work around.
Whatever you do, good luck with it.
Talk later,
Shaun.
(one more to go!)
__________________
Shaun
Responses are not meant as a substitute for professional advice. Answers are intended as outline only the advice of a qualified professional with access to all relevant information should be sought before acting on any response given.
First of all the invoices must be made out to the company who's books you are doing, if they relate to the previous company due to a buy out or something you need the supplier to issue a credit note to the incorrect company and re-issue the invoice to the correct company name & address if those goods were genuinely supplied for the company you are working for.
For any of the incorrect duplicated invoices you need also need a credit note.
This gives a clear Audit Trail, if you delete them from Sage it does leave a clear indication in the audit trail of items deleted, but I think the above will make things easier to trace/explain especially if VAT is involved.
Sue
-- Edited by Sue T on Friday 9th of April 2010 08:24:31 PM
-- Edited by Sue T on Friday 9th of April 2010 08:25:37 PM
-- Edited by Sue T on Friday 9th of April 2010 08:31:39 PM
I use Sage but wouldn't dream to give advice on its usage.
However, I know all too well the mess that it can get in if after you've made changes you suddenly find a whole load more information that renders much of your work incorrect.
How much work would be involved in reinstating the accounts back to an earlier backup and reapplying the invoices correctly?
I appreciate that for some businesses this is a mammoth task but others with turnover of fewer but larger higher value items it can be a viable alternative.
By choice I always prefer to get things right even if it takes a bit longer than to go with a work around.
Whatever you do, good luck with it.
Talk later,
Shaun.
(one more to go!)
Still a guru, glad I didn't put any money on it.
These invoices went on a good while ago so unfortunately restoring isn't an option as there is a lot of work gone on since then, but thanks for the input.
First of all the invoices must be made out to the company who's books you are doing, if they relate to the previous company due to a buy out or something you need the supplier to issue a credit note to the incorrect company and re-issue the invoice to the correct company name & address if those goods were genuinely supplied for the company you are working for.
For any of the incorrect duplicated invoices you need also need a credit note.
This gives a clear Audit Trail, if you delete them from Sage it does leave a clear indication in the audit trail of items deleted, but I think the above will make things easier to trace/explain especially if VAT is involved.
Sue
-- Edited by Sue T on Friday 9th of April 2010 08:24:31 PM
-- Edited by Sue T on Friday 9th of April 2010 08:25:37 PM
-- Edited by Sue T on Friday 9th of April 2010 08:31:39 PM
Hi Sue,
Regards invoices to the other company, I think that part has been sorted thanks, (Son buying business off Father after falling out meant the names were similar), so all invoices to the father have now gone there and paid.
I think the issue has arisen from my dimwittedness, after looking at it I think what's happened is;
There is a company that supplies wine and invoices you and it's parent company sends statements with DD instructions.
I will of entered the invoice (company x) on the system un-paid and when the statement has come through (company y) I will have looked at company y's account (not setup by me) and thought that the invoice it was referring to hasn't gone on, put it on whilst asking the owner to find the invoice for the file.
Therefore it has gone on twice, once to one supplier account and once to the other, so what I need to do is wipe the parent company account out and transfer the credit note on there and one invoice from a previous occasion (that isn't duplicated on the other account).
It's a mess really but it should all end up on one account with the right amounts paid.
It's just a shame because 98% of what I've done is true and correct and everything looks spot on and easy to follow. Then there are certain accounts like this one that are a mess (although they reflect the correct amounts ) and I don't really like mess, I like everything to be easy to follow.
Year end routine needs doing so that should tidy things up and put the messy bits in a file somewhere.
Thanks again for your help and what are you doing up so early on a saturday? my excuse is 3 yr old kids.
The beauty of sage is if you use error correction there is a clear audit trail (not so with QB unfortunately). As long as you can cope with the masses of red you'll be fine.
