Mistakes happen during high-volume collection periods such as registration week or seasonal athletic ticket sales. This troubleshooting guide covers the standardized accounting procedures for correcting receipt amounts, updating payment methods, and safely breaking bank deposits.
đĄ Best-Practice Adoption Tip: If a receipt has already been included in a finalized bank deposit, you cannot edit or void the receipt directly. You must first break/delete the deposit, perform the correction on the receipt, and then rebuild the deposit slip.
Scenario A: Receipt Is Still Undeposited (Not in a Deposit)
Navigate to Receipts and locate the transaction row in the table.
Click the row actions menu on the far right.
To Edit: Select Edit. You can update the description, correct the check number, reassign the fund allocation, or adjust line item amounts. Click Post Receipt to save.
To Void: Select Void. Enter a required audit reason (e.g., "Duplicate entry recorded in error"). Voiding preserves the document number in the audit trail while reversing the financial ledger entry.
Scenario B: Receipt Is Locked Inside a Finalized Deposit
Navigate to Receipts > Deposits.
Locate the deposit containing the erroneous receipt. Ensure the deposit has not yet cleared the monthly bank reconciliation.
Click the row actions menu and select Delete Deposit (or Re-open Deposit).
Confirm the action. The deposit slip is removed, and all associated receipts immediately return to the Undeposited Receipts pool.
Return to Receipts, edit or void the specific erroneous transaction, and return to Deposits > New Deposit to re-create the deposit slip with the corrected totals.
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