Making changes

Question

Hello. I have no accounting training but have recently taken over AR/AP for our company. 
 I am not sure how the accountant has been closing off each month as balanced given the number of errors I have been finding. In any case, I need help knowing how to make corrections to things in a previously closed period. 
 Example 1...Power bill for $93.45 from April (which is now closed) finally got paid July 15. 
 Example 2...Repair invoice for $120 from April 4 was actually paid April 15 but was never recorded as paid. 
 Example 3...Water bill for $84.75 from April 2 was incorrectly recorded as paid April 15 but did not actually get paid until July 15. 
 Any help would be appreciated. EDIT: 
 The point of my question is how to make changes in a "CLOSED" period. A closed month means I am not allowed to touch it, so I can't just change dates or void previous transactions. Anything I do needs to be done in the current month. So, for the examples I gave: 
 Example 1...Power bill for $93.45 from April (which is now closed) finally got paid July 15. How do I post the July 15 payment so that it zeros out the $93.45 that is still showing from April without touching April. 
 Example 2...Repair invoice for $120 from April 4 was actually paid April 15 but was never recorded as paid. How do I record an April 15 payment now and link it back to the April 4 invoice without touching April? 
 Example 3...Water bill for $84.75 from April 2 was incorrectly recorded as paid April 15 but did not actually get paid until July 15. How do I make this adjustment without touching April?

Coleen Graber · Accepted Answer

Hi Sherry Lee- 
 I hope this explanation helps- 
 Our system is transactional based and uses the posting date to record the transaction and post to the General Ledger. The user has control of the transaction date when posting a transaction. They can accept the default date OR change it to the posting date they need for the transaction. In our system you can post to a past month or use the current month. If you cannot post to a past month for your accounting records, then your only option is to post the transaction using a current date. 
 EX 1: If the invoice is still open, then you can just pay it using the July date. If the invoice is already closed, then you need to determine what closed it. If a payment was posted using the wrong date (like similar to Example #3 below) you would need to void the payment to reopen the invoice, then repay the invoice with the correct date. 
 EX 2: If it was paid in April but was never record and you cannot use the April date now, then post it using a current date of your choice 
 EX3: You can void the April 15 payment (that was posted using the wrong date) but use a current date (July) for the void since you cannot post to a past month. Then repost it with the correct July date. 
 If this does not help, then I recommend working directly with a support analyst to discuss your options for these transactions. Use Help, Sage Live Chat in the program to start a Live Chat. If necessary, they can schedule an appointment with you to work directly with a support analyst as well. 
 Sincerely, 
 Coleen

Sage BusinessWorks

Making changes

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