10.3 and 3.1 Correcting Payments Processed in the Wrong Drawer
Problem
A clerk processed payments while signed into another clerk's drawer (i.e. the clerk signed into the Top Drawer 100 instead of the bottom drawer 101). The Cash Journal and GL reports are inaccurate. What is the best method for correcting this?
**IF using RecTrac End-of-Shift, be sure to void the batch prior to completing the steps below, if necessary**
Solution
**IF using RecTrac End-of-Shift, be sure to void the batch prior to completing the steps below, if necessary**
RecTrac provides two good options for changing the drawer assignment on a receipt:
1 Payment Transaction Update (available in RecTrac 10.1 and higher only.)
2 Global payment reversal and re-entry of the transaction in Global Sales.
To use Payment Transaction Update (available in RecTrac 10.1 and higher only)
The Payment Transaction Update program can be used to convert or change the payment information on cash and GL transactions. You have the ability to update: the date, user ID, drawer, and selected pay codes.
1 Go to Utilities > System > Payment Transaction Update
2 Enter the receipt number for the transaction you would like to update in the Receipt field and click Search Rcpt.
3 The 'old' (i.e. original) transaction information will display on the left side of the screen.
4 Identical transaction information will display on the right side of the screen.
5 Make the necessary changes to the New Date, New User, New Drawer, and/or New Pay Code(s), then click Convert to complete the process.
6 The cash and GL records will be updated with this new information.
7 Repeat these steps for every receipt that needs to be corrected.
8 Re-run your Cash Journal and GL reports as needed.
Click Exit to return to the Main Menu when done.
Important notes about this program: Pay Code conversion is limited to the following only: cash, check, credit card, gift card, journal and miscellaneous. Also: no credit card/gift card authorizations are done if a credit card pay code is changed.
To perform a Payment Reversal and Re-Entry of the Transaction (available in any version of RecTrac):
1 Go to Daily > Global > Global Payment Reversal.
2 Lookup and select the Household for which the payment you are reversing was processed.
3 Click OK at the Payment Reversal module selection screen.
4. Enter the amount of the reversal in the Reversal Amt column (the white column) where it meets the Module row for which the payment was processed.
5 Enter the Paycode under which the original payment was processed in the Rev Code field.
6 Enter the User ID, Drawer Number and Transaction Date from the original receipt in the requisite fields.
7 Click No Print and complete the transaction. The payment will be reversed.
8 Exit back to the main RecTrac screen.
9 Go to Daily > Global > Global Sales
10 Lookup and select the same household from step 2 above. The household should have a balance equal to the amount of the reversal.
11 Click Payment and answer Yes to the challenge message.
12 Complete the sale using the updated (i.e. correct) Pay Code, Pay User and Pay Date. The payment will be re-entered into the system with the correct information.
13 Repeat these steps for each transaction that needs to be changed.
14 Re-run your Cash Journal and GL reports as needed.
Important Notes about this solution: The customer's credit card will be required if a credit card pay code is used for reversals and/or payments.