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Bank payments posted an Purchase invoices posted on sage

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Hello 

My colleague has posted bank payment entries and later on posted purchase invoice entries for same on sage50 cloud. Is there anyway to allocate it other than deleting bank payments and posting it as purchase payment entry? she has done it from 2019 so deleting would be a painful task now. 

Thanks in advance

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By Sandnickel
02nd Aug 2021 15:46

You could credit note the purchases. Either way you need to go through and sort out the double posting, has she claimed VAT on both entries?

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Replying to Sandnickel:
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By amirthaa04
02nd Aug 2021 15:55

Thank you.
No she has posted PIs after submitting VAT returns and moreover they all fall under T0 tax codes. Is it advisable to create purchase credit note and offset it?

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Replying to amirthaa04:
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By Sandnickel
02nd Aug 2021 16:28

Yes I would post remit notes. If you check the nominal the bank payment was posted to then post the credit note there. It will clear the duplicates.

Unfortunately a time consuming process, I'm not sure there is a easy fix for this.

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By rmillaree
02nd Aug 2021 15:53

Presuming these are posted as unallocated payments on acount you simply go into supplier and choose dropdown box on "manage" (blue box) and select "account allocations" - here you can match o/s invoice and the unallocated paymennt that should be sat there.

If "expenses" are duplicated in that payments have been posted directly to nominal codes in addition to supplier invoices being raised (which are are showing as o/s) then best thing to do is click on offending invoices and raise credit notes - lets hope quick entries havent been done!
Obviously this second scenario could mean prior years acounts are "wrong" if there were fake trade creditors due to expenses being duplicated (by invoice and direct payment).

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By amirthaa04
02nd Aug 2021 15:59

Thank you

I am afraid the expenses are posted as bank payment in addition to invoice raised under supplier head separately. This supplier has been started in 2019 only so nothing to affect prior years.

Just trying to clear that off and keep it tidy as possible.

Thanks again

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By rmillaree
02nd Aug 2021 15:56

Oh you said sage 50 cloud - did you mean the sage50 cloud which i think is still the desktop product and not fully cloud other than it links up to the ether? - i was thinking of the fully cloud version not the desktop version - drat !

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Replying to rmillaree:
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By rmillaree
02nd Aug 2021 16:01

Ok presuming payments have been posted as supplier payments on account on sage 50 you simply go to cash or bank as if you were paying down supplier via "real" payments and choose the supplier and select the sum of the entries that match Nil this will do relevant matching of o/s invoioces and unallocated payments on acount whilst ensuring bank or cash entry total is Nil - just ensure it all adds up to nil before posting

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Replying to rmillaree:
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By amirthaa04
02nd Aug 2021 16:04

been posted as bank payments unfortunately

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Replying to rmillaree:
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By amirthaa04
02nd Aug 2021 16:03

You are right. It is the desktop version sage 50. sorry i should have mentioned it more clearly.

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By rmillaree
02nd Aug 2021 16:11

Well at least the credit note option should equally work on the deskop version

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By DKB-Sheffield
03rd Aug 2021 01:36

Hi

Not sure if this will help as depends how tech savvy you are.

As has been explained, converting a bank payment (BP) to a purchase payment (PP) is not possible.

You're now faced with the arduous task of either:

Posting a large number of credit notes, or
Reversing/ deleting a large number of payments and posting a large number of purchase payments

If the bank payments are correct, and contain all the info you require (for internal and regulatory purposes), the credit note option is the best. However, by traditional entry methods, this is likely a mammoth task for 2 years of data.

Conversely, if you want to preserve the Purchase Invoices, you will need to reverse the bank payments and repost - an even bigger task.

The good news is... Sage does allow you to download and upload transactions and, whilst it may take you some time to get to grips with it, perseverance will help in the future!

Basically, for the
1. Purchase credit option...
- Download all of the purchase invoice details to csv (audit trail report is easiest) and add a nice Excel filter to show PI entries only.
- Open the import master file called Audit Trail *. Copy all PI entries (or just those that are relevant) from the downloaded audit trail csv to the master. Set all documents to PC (Purchase Credit instead of PI). Save the master.
- In Sage, go to "File/Import" and this will guide you through the rest of the process.

* You can access the Import Master through the import process and click the link on the first screen.

2. Bank payment reversal and purchase payment option
- As above BUT filter by BP (and remove any transactions you don't wish to correct!)
- You will need to upload each entry twice. Once as a direct copy of the BP BUT uploaded as BR. The second is to upload payments on account (PA) - note that the PA entries are GROSS (no VAT)

N.B. As it is not possible to match PAs to invoices (or indeed PCs in the first example) through an upload, you will need to manually allocate payments (and credits) as normal!

Finally this is a VERY QUICK explanation and further review of Sage help files or other online sources is advised. However, I assure you that, once you have cracked Sage uploads, you'll never shy away from a 1,000 transaction bank statement, a 1MB marketplace csv file, or a transfer to Sage from an alternative accounting package again!

Good luck!

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By Leywood
03rd Aug 2021 12:03

One thing about sage - never ever delete anything that is Bank reconciled, or indeed VAT reconciled. It can royally mess things up and there are other ways to correct matters.

CN best way - I would say give it to the idiot girl who messed it up, but assume she has been sacked already.

Import is the way to go as DKB suggests and its very simple once you get your tagging right, loads of help in the sage files and agree you will not look back once you have mastered it.

Try it out in the practice mode first if unsure.

Back up before you do anything so you can unravel if you need to.

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