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How to Reverse a Receipt in Sage 300

Purchase Order Receipt Reversal

For Uninvoiced Receipts When dealing with a receipt that hasn't been invoiced yet, the simplest approach is to reopen the PO Receipt and modify the quantity received. This action automatically places the items back on backorder status.

For Invoiced Receipts If the receipt has already been invoiced, you'll need to follow a two-step process:

Create a PO Return Entry
Issue a Credit Note against the Return

Alternative Method You can also handle the reversal through Invoice Entry by modifying the Quantity Invoiced field. After posting the invoice and running Day End Processing, the system will automatically:

Process a "Receipt Adjustment" transaction
Complete the PO Receipt Note that this method prevents future receipt of goods on that particular receipt.

Bank Services Receipt Reversal

Prerequisites

Before initiating a receipt reversal, ensure:

All open batches in the relevant subledger are posted
You have proper security authorization for reversing transactions
You have access to the Bank Services module

Step-by-Step Reversal Process

Accessing the Reverse Transactions Screen

Navigate to Common Services > Bank Services > Bank Transactions > Reverse Transactions.

Basic Information Entry Enter the following essential details:

Bank Code
Source Application
Document information
Reversal reason

Single Transaction Reversal For reversing an individual receipt:

Enter the customer number (if applicable)
Input the Check/Receipt number
Specify the reversal date
Provide a detailed reason for reversal

Multiple Transaction Reversal To reverse multiple receipts simultaneously:

Select "Reverse Multiple Transactions"
Define selection criteria using the From and To fields
Click Go to display matching transactions
Double-click the Reverse column to mark transactions for reversal

Effects of Receipt Reversal

Financial Impact

When you reverse a receipt, several automatic updates occur:

Bank Services Updates

Creates a withdrawal entry on the Reconciliation tab
Adjusts the bank account balance accordingly

Accounts Receivable Impact

Updates customer account balances
Releases any paid invoices
Changes payment status to Reversed or Returned

Special Considerations

Bank Services-Entered Deposits

Complete deposit removal occurs for current versions
For versions 5.5 or earlier, the system creates an Outstanding status entry
Cleared deposits cannot be reversed directly

Additional Costs When reversing purchase order receipts, be aware that additional costs such as:

Freight charges
Duty fees
Other supplementary costs will not automatically reverse with the transaction

Verification Process

Confirming Reversed Transactions

To verify that your reversal was successful:

Transaction History Review

Access Bank Services
Navigate to Transaction History Inquiry
Enter the relevant bank code
Select the appropriate module
Click Go to view the transaction list

Document Status Check Review the following elements:

Transaction status should show as "Reversed"
Original document references
Associated withdrawal entries
Updated customer or vendor balances

Best Practices

Transaction Management

To ensure smooth receipt reversal operations:

Documentation

Maintain detailed records of reversal reasons
Keep supporting documentation for audit purposes
Document any special circumstances or considerations

Timing Considerations

Process reversals as soon as errors are identified
Ensure all related transactions are posted before reversal
Consider fiscal period implications when selecting reversal dates

Error Prevention

Pre-Reversal Checks

Verify the original transaction details
Confirm the correct receipt is selected
Review all linked documents and entries
Ensure proper authorization is in place

System Maintenance

Regularly reconcile bank statements
Keep system versions current
Maintain proper user access controls

Troubleshooting Common Issues

System Limitations

Cleared Transactions For cleared bank-entered deposits, you cannot perform a direct reversal. Instead:

Process a withdrawal for the equivalent amount
Ensure proper documentation of the correction process

Version-Specific Behavior Different versions of Sage 300 handle reversals differently:

Newer versions remove entire deposits
Older versions (5.5 and earlier) create outstanding status entries

Resolution Strategies

When Reversals Fail If you encounter issues during the reversal process:

Verify all prerequisites are met
Check user permissions
Ensure no system locks are in place
Confirm all required fields are properly completed

Complex Scenarios For situations involving multiple currencies or complex allocations:

Consider consulting with accounting professionals
Document each step of the resolution process
Maintain clear audit trails

The ability to reverse receipts in Sage 300 provides necessary flexibility in managing financial transactions while maintaining accurate records. Understanding the proper procedures and implications ensures smooth processing and accurate financial reporting.

Sources: [1] https://www.acutedata.com/how-to-reverse-a-receipt-entry-in-purchase-order-for-sage-300/ [2] https://help.sage300.com/en-us/2024/classic/Subsystems/BK_2024/Content/Transactions/SCREENS/ReverseTransactions.htm?TocPath=Bank+Services%7CScreen+Guides%7CTransactions%7C_____7 [3] https://www.youtube.com/watch?v=zsYKPcu87nw [4] https://www.greytrix.com/blogs/sageaccpacerp/2014/02/25/reverse-receipt-and-payment-in-sage-300-erp/ [5] https://communityhub.sage.com/us/sage300/f/financials-suite/148305/is-it-possible-to-reverse-a-receipt-in-the-po-program-that-has-been-full-received-and-invoiced [6] https://help.sage300.com/en-us/2024/classic/Subsystems/BK_2024/Content/Transactions/ReverseTransactions/ReversingTransaction.htm [7] https://documentation.help/BK62AENG/form_reverse_transactions.htm [8] https://www.youtube.com/watch?v=jMGo_E-_2uA [9] https://www.greytrix.com/blogs/sageaccpacerp/2013/11/18/reverse-transactions-receipt-reversal-transaction-in-sage-300-erp/ [10] https://communityhub.sage.com/us/sage300/f/financials-suite/193250/ar-receipts-reversals [11] https://help.sage300.com/en-us/2025/classic/Content/Financials/Bank_Services/Processing_Transactions/SCREENS/ReverseTransactions.htm