This facility allows you to cancel or reverse all the transactions and balances of a selected document which have been posted or updated to the ledger. This process will automatically -

• Export (remove) the transactions from the transaction file (TransAct.DB) file, reset the totals and account balances of all the accounts (which is linked to the selected stock items on the Edit - Stock Items menu option), debtor or creditor accounts, stock quantities, etc.
  
  
• The reversed document may then be selected for the debtor or creditor, edited and posted to the ledger. If you do not need to update or post the document to the ledger, you may delete the document in the Edit - Delete - Documents menu option.

The balances of the accounts and stock item records will be corrected automatically for the following documents:

• Documents for Debtors (Customers) (invoices or credit notes) - debtor account, sales account, cost of sales and stock control account as well as any Output VAT accounts and the quantities and cost prices of any stock items returned.
  
  
• Documents for Creditors (Suppliers) (purchase documents (goods received notes) or stock returned documents) - creditor account, cost of sales and stock control account as well as any Input VAT accounts and the quantities and cost prices of any stock items returned to creditors (suppliers)

If a document for a debtor (customer) (invoice is generated or a quote which is confirmed and converted to an invoice) or if a document for a creditor (supplier) (purchase document (goods received note) is generated an order is confirmed and converted to a purchase document (goods received note)), and these documents are not yet updated or posted to the ledger, the following options are available to edit the transactions and / or comments:

• Delete Document- delete the entire document including all transactions and comments in the document.
  
  
• Delete transactions and / or comments in a document - only the selected transaction(s) or comment(s) will be deleted from the document.

It is recommended that you make a backup of the Set of Books, before you start to use this facility to cancel or reverse a posted batch. In the event of making a mistake or if some problems are experienced, you may then easily restore the Set of books from the backup file.

It is strongly recommended that you take the utmost precautions before you may use this facility. The following is a few guidelines to be taken into account before using this facility:

• Invoices - Once an invoice is already handed to or sent to a debtor (customer), you need to generate a credit note to reverse or cancel the invoice.
  
  
• Purchase documents (goods received notes) - Once a purchase document (goods received note) is already handed to or sent to a creditor (supplier), you need to generate a stock returned document to reverse or cancel the purchase document (goods received note).

This is of importance as the debtor (customer) or creditor (supplier) will receive the documents (invoice or purchase document) and record it in their books. They will then receive no source document to cancel or correct the source document received earlier in their records. If you and your debtors (customers) or creditors (suppliers) are registered as VAT-vendors, it may have implications for VAT.

To reverse or cancel all the transactions in a posted document:
Click on the Tools - Global Processes - Reverse Posted Batch menu option or press the and and and keys on your keyboard. The Reverse Posted Batch/Document screen will be displayed:
Click on the tab. The Reverse Posted Batch/Document screen will change to list all the documents created which are already updated or posted to the ledger.


Select the posted document you need to reverse or cancel from the list.
Click on the button to start the process. The following screen will be displayed:


Click on the button only if you are absolutely sure that the selected batch is correct and that you need to continue with this process. If you have not made a backup of the Set of Books before starting this process, it is recommended that you click on the button and first make a backup of the Set of Books.
If you click on the button, process will be started. The following Processing screens will be displayed:


Wait until the process is finalised. It is advisable not to use your system for other tasks while this process is busy. Once this process is finalised, you will note that the selected document will not be listed on the Reverse Posted Document screen. Click on the close button of the Reverse Posted Batch/Document screen to close or exit this facility. Click on the speed button and select the document type. If you select the debtor or creditor for which the document was reversed or cancelled, you may select the reversed document number. You may then edit these documents, delete the transactions, etc. Once the document is corrected, you need to update or post the document to the ledger.

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Once this process is done, you need to do a Data Integrity Check on the data of your Set of Books.