Editing a transaction using Peachtree Complete Accounting 2009
Helpful Hint!
If you are completing the Peachtree Practice Set using Peachtree
Complete Accounting 2009,
it is important that you follow the instructions provided in this topic so that you understand
how to fix recording errors in your Peachtree data files if required.
Note that this page is dedicated for Peachtree Complete Accounting 2009,
not for other software versions.
While editing most transactions entered into Peachtree is often straightforward, it may sometimes
appear that you are not able to change literally every field in certain transactions.
This is because Peachtree restricts changes that can be made to certain fields in a
transaction when there are subsequent transactions applied to it (such as a
payment received for an invoice) or that transaction has been converted to another
transaction (such as a sales order converted to a sales invoice).
This topic will show you the steps to modify those restricted fields in
Peachtree Complete Accounting 2009.
To learn the process of editing a restricted field,
let's open Peachtree and explore Bellwether Garden Supply.
By using an example of an existing sales transaction involving Henton Park
Apartments dated February 20 (Invoice No. 10207), we will ask you to apply a cash receipt to that invoice
so that we can demonstrate how to change restricted fields in Peachtree.
Let's now look at the two recording errors that relate to Invoice 10207 and
learn how to fix them in Peachtree:
Error 1: The incorrect customer (Henton Park Apartments) was selected in
the Customer ID field in Peachtree when recording
Invoice 10207.
Let's suppose that the accountant to Bellwether made an error
when entering a sales invoice for the goods sold on February 20 into Peachtree.
When entering the customer ID for this invoice into Peachtree,
the accountant incorrectly selected HENTON (Henton Park Apartments) instead of
ARMSTRONG (Armstrong Landscaping),
which is the correct customer that purchased the goods.
So how can we fix this error? To be able to correct a transaction in Peachtree, you first
need to find and display the transaction that you want to modify.
In this example, you need to find the sales invoice to Henton Park Apartments (Invoice No. 10207).
To do this, you can use the Find Transactions window or
one of the Peachtree lists.
The following screenshot shows the Sales/Invoicing window for Invoice 10207 to Henton
that you should now have opened in Peachtree.
Now try clicking on the magnifying glass icon next to the Customer ID field in
the Sales/Invoicing window. Notice that Peachtree allows you to select the customer ID for
Armstrong (the correct customer). Since we will ask you to apply a receipt to this invoice,
do not save any changes to
this invoice. Instead, click the Close icon.
Peachtree will display a popup window that reads
'The transaction edited has been changed. Do you want to save it?' Clicking No
will close the Sales/Invoicing window without modifying it.
However, if you did want to save the changes, simply click the Save icon (but this means that
you will not be able to perform the next step in Peachtree). For now, you should just close
the Sales/Invoicing window without saving any changes to it.
Error 2: A subsequent cash receipt from Henton Park Apartments is
to be applied to the incorrect invoice.
To demonstrate that Peacthree restricts changes that can be made to certain fields
in the Sales/Invoicing window once there is a receipt applied to it,
we now ask you to enter the following cash receipt into Peachtree:
March 26: Received Check No. 101 for $5,433.07 from Henton Park Apartments,
Receipt Number R101. This receipt is to pay for Invoice 10123 ($4,587.84),
Invoice 10207 ($449.29) and part of Invoice 10310 ($395.94).
To record the above receipt, ensure you are in the Customers & Sales Navigation Center. Next, click
the Receive Money icon and select Receive Money from Customer from the drop down list
provided. This opens the Receipts window where you can enter the details of
the cash receipt.
Note that after entering information into the top part of the Receipts
window, you need to click the Pay box for the first two invoices (Invoice 10123 and Invoice 10207) to enter check marks into
the Pay column. You also need to enter $395.94 in the Amount Paid column for Invoice 10310.
For more detailed information on how to complete the Receipts window, review the
collection of an accounts receivable
topic in the customers and sales section of this Learning Center.
The following screenshot shows the receipt that you are asked to enter into Peachtree:
After that receipt is entered into Peachtree, you will find that Peacthree restricts
changes that can be made to some of the fields in the Sales/Invoicing window (including the
Customer ID field) for Invoice 10207.
To prove this, let's use the Find Transactions window or
one of the Peachtree lists to display
Invoice 10207 in Peachtree. The following screenshot shows
Invoice 10207 after the above cash receipt is applied to it.
Notice that Peachtree displays the information entered in some of the fields
in the above screenshot (including the customer ID field) in a light grey color.
This indicates that as a result of the cash receipt applied against Invoice 10207,
you can not immediately change the customer ID in the Sales/Invoicing window for that transaction.
To fix the original error of allocating invoice to Henton instead of Armstrong, first you need to
remove the receipt that was applied against that invoice before the invoice can be modified.
Once the change is made, you should then re-apply the receipt to the correct invoices.
The following screenshots and reference table show step-by-step instructions on how to
remove the receipt that was applied to the invoice and how to
modify
restricted fields in the invoice when
the sales invoice that you want to change has a receipt applied to it. Note that each step is assigned a
reference number to help you identify the appropriate field or icon in the Receipts screenshot and
the Sales/Invoicing screenshot.
The Receipts window with reference numbers
The Sales/Invoicing window with reference numbers
Step |
Peachtree field or button |
Action |
|
Various |
Find and display the cash receipt transaction that was applied to the sales invoice that needs
to be edited. The steps to find transactions are covered in the first two topics of the
Troubleshooting Techniques section.
|
|
Delete button |
Once the receipt is displayed, we recommend that you print it to keep a hard copy of
this transaction before deleting it. This is because you will need to re-enter the correct
details of
this deleted transaction after modifying the incorrect sales invoice,
as described below. After you have printed the receipt,
click the Delete button to remove the cash transaction.
|
|
Various |
Find and display the sales invoice that needs to be changed. Notice that once the
cash transaction is deleted, you can now make changes to the fields that were
previously restricted.
|
|
Customer ID |
Enter or select the correct customer ID (Armstrong) into the Customer ID field of the Sales/Invoicing window
|
|
Save button |
Once you have reviewed the changes that have been made in the Receipts window,
remember to click the Save icon to record the cash receipt, journalize the
transaction and post it to the applicable accounts.
|
Remember to re-enter the correct details of any deleted transactions
Remember that after correcting the February 20 invoice, you still have to re-enter
the correct details of any deleted transactions. In this case, you need to
enter the cash receipt from Henton ($5,433.07) into Peachtree and apply that receipt to
Invoice 10123 ($4,587.84) and Invoice 10310 ($845.23).
Note that the invoice to 'Armstrong' does not yet have any cash applied, but
if it did, that cash would also now need
to be entered.
Now that we have covered the process of changing a restricted field in the Sales/Invoicing window, you should
be able to apply what you have learned here when required to modify restricted
fields in other types of transactions.
For clarity, it is also worth noting that the above 'errors' on Invoice 10207 are
not real errors in the Peachtree Bellwether sample company data. We have
simply asked you to assume that such errors were made for the purpose of showing you how to
correct errors that result in Peachtree restricting the editing of certain fields in invoices and
similar transactions.
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