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Sage Correction of transactions!

Hi,

When correcting entries in sage.
what option should i follw.

1- Delete the whole transaction &
do it again.

2- use the Journal entries (where possible).

Which is the best option & why?
Rehan Arain

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11th Oct 2006 18:10

the point is
that one of the great things about sage 50 is the audit trail and the file maintenance routines which mean that deleted transactions can be checked easilt

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By NeilW
10th Oct 2006 09:26

The answer from Mt Sinai
There is no tablet of stone definitive answer. It depends what the organisation wants from its data.

The traditional view of reversing journal is once again a throw back to written records. You cannot erase a written record as easily as you can a computer file. There is always a mark somewhere and that introduces mistakes.

However in the computer era, clean rollback is very possible and probably desirable in the majority of cases.

Reading a corrected journal is harder than one that has been deleted and re-entered.

Personally I believe that deleting a mistake is the entirely natural thing to do. What the computer system does to the records in the background should depend how deeply the record has been integrated into the accounts (for example has the VAT on it already been reported - in which case you need some sort of reverse).

In other words what 'delete' does to the records should be hidden from the user. All they want is the position before they made the mistake restored and the computer should do that for them.

So delete the transaction, and if the computer system can't decide how to model that delete then get a better one that can.

NeilW

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10th Oct 2006 15:32

Journals, every time
Back when I was working for a practice, I ended up getting involved in a Revenue investigation. The inspector went absolutely to town on the Sage audit trail, inferring that every deleted sales invoice was a ploy to suppress profits and escape paying any tax!

As the bookkeeper was a prolific deleter, it took ages to demonstrate that each deleted invoice was re-entered.

After that experience, I really wouldn't use the delete button at all.

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10th Oct 2006 13:07

the alternative view
a transaction, whether correcting or otherwise, once made should not be capable of being unmade. The facility to delete transactions such that they never existed is dangerous from a control perspective. At the very least the database should identify any gaps in sequence.

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