Reassigning Account for a Transaction

In some cases you may need to change either debit or credit account assigned to the transaction starting from a certain date. To do it, use the instruction described below.

For example, you have the transaction assignment with the following data:

• Data Type: Cash Register/Credit Cards.
• Debit Account: 11400 Other Receivables.
• Credit Account: 10500 CSO Clearing.

  

Let us consider the case when you need to do the following:

• Reassign the Debit Account value to 10200 Republic Bank a/c- Overdraft in this transaction assignment for its all further transactions.
• Replace the Debit Account value for the transactions in a certain previous period. For example, for the 1st of August, 2020.

Reassigning an Account for a Transaction

The procedure below describes how to reassign the debit account value for a transaction. You may also use this instruction for reassigning the credit account value.

To reassign the debit account for a transaction:

1. At first, make sure the account you want to reassign can be assigned to a transaction.
1. From the main CStoreOffice® page, go to Settings > Company > Chart of Accounts.
2. In the Chart of Accounts list, select the account you want to check and at the bottom of the list, click Edit.
   Result: The Account Setup form opens.
3. In the Account Setup form, make sure there are no values selected in the Company and Class fields.

If the Company and Class fields are not empty for the account, the account cannot be assigned to a transaction.

4. If there are values selected in the Company and Class fields, clear them and at the bottom of the form, click Save & Close.

   

2. Go to the Transaction Assignment form and change the Debit Account value for the transaction:
1. From the main CStoreOffice® page, go to Settings > Company > Transaction Assignment.
2. Find the transaction you need.
3. In the Debit Account column for the transaction you need, select a new value.
4. To the right of the transaction's row, click enter.
5. At the bottom of the form, click Save.

   

Replacing the Account Value in a Transaction for Previous Period

The procedure below describes how to replace the debit account value in a transaction for the previous period. You may also use this instruction for replacing the credit account value.

To replace the debit account value in a transaction for the previous period:

1. Open the General Journal report:
1. Go to Reports > Accounting.
2. In the menu to the left of the reports list, select your company.

The General Journal report is available only at the company level.

3. In the Accounting reports list, go to Accountant Reports > General Journal.

   

2. In the General Journal report, select transactions with the required data type for a certain period:
1. Select the period for which you need to replace the debit account. In our example, we use the period of one day, the 1st August, 2020.
2. At the top of the report, click Advanced.
3. In the Filters list, click Data Types and select the Cash Register/Credit Cards data type.
4. Click Refresh.

   

3. Open the Data Converter tool and delete all data of the required data type for the period you need:
1. From the CStoreOffice® main page, go to Transactions > Tools > Data Converter.
2. In the Data Converter tool, select the period and data type you need. In our example, we select the following data:

• Period: From 08/01/20, To 08/01/20.
• Data Type: Cash Register/Credit Cards.

3. At the bottom of the report, click Delete Data.

   

4. Generate the General Journal report again for the same period and data type. The report should display no data.
5. Change the debit account for the transaction, if you have not done it yet. For details, see Reassigning an Account for a Transaction.
6. Open the Data Converter tool again and update all data of the required data type for the period you need:
1. From the CStoreOffice® main page, go to Transactions > Tools > Data Converter.
2. In the Data Converter tool, select the class, period, and data type you need. In our example, we select the following data:

• Class: Location ABC.
• Period: From 08/01/20, To 08/01/20.
• Data Type: Cash Register/Credit Cards.

3. At the bottom of the report, click Update Data.

   

7. Generate the General Journal report once again for the period and data type you need. It should contain reassigned debit account value.