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Editing a transaction using Sage Peachtree Complete Accounting 2011

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 Sage Peachtree Complete Accounting 2011. 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:

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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