Assigning vendor bills that are already paid to a project?

Question

I entered a few months worth of vendor bills and payments before remembering that I needed to assign many of them to different projects. I've figured out how to set up the projects in Analysis types, but how do I get back into the paid vendor bills to assign them? This was not an issue in Sage 50, but I can't figure out how to do it in Sage Accounting! Can anyone help?

Erzsi_I · Accepted Answer

Hi Krista Nenn , 
 Great question &mdash; this is a common scenario when projects are set up after transactions are already entered. 
 In Sage Accounting , once a vendor bill has been paid , you can&rsquo;t directly edit the original bill to add a Project the same way you could in Sage 50. However, you do have options to correct this and still get your project reporting accurate. 
 
 What you can (and can&rsquo;t) do with paid vendor bills 
 
 Paid vendor bills can&rsquo;t be edited directly to add or change Projects, Departments, or Cost Centres. 
 This is by design, to preserve the audit trail once payments are applied. 
 
 Instead, Sage Accounting provides a correction method that keeps your books accurate while allowing you to assign the transaction to the correct Project. 
 
 Recommended approach: Use &ldquo;Correct Transactions&rdquo; 
 To assign a paid vendor bill to a Project, you&rsquo;ll want to use the Correct Transactions feature: 
 
 Go to Accounting > Transactions . 
 Locate the vendor bill transaction. 
 Select Correct transaction . 
 Re-enter the transaction details, this time assigning the correct Project (Analysis Type) to the expense lines. 
 Save the correction. 
 
 This creates a reversing entry and a corrected entry, preserving the audit trail while updating the Project assignment. Steps are outlined here: Using Correct Transactions 
 
 Make sure Projects are enabled on transactions (going forward) 
 Since you mentioned you&rsquo;ve already set up Projects, it&rsquo;s also worth double-checking that they&rsquo;re applied correctly at the transaction level going forward. This article walks through how Projects (along with Departments and Cost Centres) are assigned on transactions: How to assign Departments, Cost Centres and Projects to transactions 
 
 Going forward (best practice) 
 
 Set Projects on vendor bills before posting or paying whenever possible. 
 If bills must be corrected later, use Correct Transactions rather than editing historical entries. 
 
 If you&rsquo;d like, feel free to share whether these were posted to a single expense account or multiple ones &mdash; that can affect the easiest correction path, and other community members may also benefit from the discussion. 
 If this helps, please mark it as verified

Sage Accounting

Assigning vendor bills that are already paid to a project?

Top Replies

COMMUNITY

COMPANY

PARTNERS

SUPPORT & TRAINING