Entering Invoices with prior Months Date

[ANGELIQUE]

I am entering purchases/invoices that have a December date, into the Month of January. I receive an error message that the accounting period is closed. I still need to enter the invoice in Januarywith the December date..What am I doing wrong. Help. No fun being a new user!!! Thanks in advance.

[Norm]

You can post purchases\invoices in current & future accounting periods but you will have to go back to the accounting period that you want to enter the invoice in. Here is a little trick I use if I don't want to change and go back to previous accounting periods. I just enter the purchase\invoice in the accounting period that I am currently in (usually the first day of the month it makes it easier to find) then open that invoice to edit and change the date to any previous accounting period. You will get a message that tells you you are about to modify a transaction not in the current period and if you want to continue? Just say Yes\OK if you know it will not effect anything in that period. It saves a little time.

[ANGELIQUE]

Thanks for the quick reply..I did use the first of the month date, but I don't understand where you want me to change the date (in edit) to the prior month. I don't want to change the accounting period, just have the actual invoice date in history file.
Thanks again.

[Norm]

If you have an invoice dated 12-11-01 and the accounting period you are currently in is January 2002, just enter the invoice date as any date in the current period (January) and save. Then pull that invoice up (Open) as though you were going to edit it. Then change the invoice date to 12-11-01 (where you originally put in the date) and save. It wll tell you that you are about to modify a transaction not in the current period, do you want to continue. Answer yes. If you then go back to December you will find that trasaction has moved to that period. This also works with purchases. That should do it.

[smassey]

Norm,

Thanks so much for this advice. It has saved me countless hours changing back and forth in accounting periods. And on a multi-user network everyone has to get off to do this.

This is the kind of little thing that has made my life so much easier.

Thanks,

smassey

[FHS]

If you change anything in a prior period, just be aware that this will change your financials. For example if you printed your Income Statement on 12/31/01, then added an invoice in AP for December (or earlier) your previous I/S may be incorrect. Good luck!