How to clear uninvoiced Dispatches from a prior year

KB438

Overview

Once a database rollover has been performed, any uninvoiced Dispatches (that will not be invoiced and would otherwise be deleted) can no longer be removed and will need to be cleaned up. Leaving uninvoiced dispatches that will never be invoiced from prior years can take up a lot of space in your reports and may hinder report analysis.

The following process will detail how to remove these Dispatches from your reports while not affecting your P&L figures.

Process

  1. Invoice the Dispatch at a date in the prior month.
    • E.g., if it is currently May, date the Invoice for any day in April.
    • This prevents any issues that could arise from invoicing the Dispatch at the current date.
    • Add lots of notes for future reference.
  2. Add a manual line to reverse the Invoice total.
    • E.g., if the Invoice consists of 7 lines that total $1500, add one more line for $-1500.
    • This ensures that your account balances are not affected.
    • Use the Item code “GLAccount”.

  1. Open the Sales invoice Line details by clicking the “i” below the item code.
  2. Enter the Income account code that was used for the other invoice lines.
    • If multiple income accounts are used for the dispatched items enter a new GLAccount line for each separate income account.
    • This ensures that your sales analysis reports do not show artificial sales that were subsequently reversed using this process.

  1. Update the Invoice.

The Dispatch will no longer be displayed in your standard reports, and your account balances will remain the same.

Additional Notes

Some reports will look at underlying transactions of Dispatches to determine if Invoices exist, and this process may not hide Dispatches from these reports. If this applies to you, contact Accentis Support for further advice.

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Last edit 14/02/24