Reverse Transactions and When to Use Them

Tip: Correcting mistakes quickly and accurately with reversals.

A successful c-store operator has to correct mistakes quickly and with precision to make sure profit is maximized. CDBWin's Reversal feature can help ensure the store's books remain accurate. For example, if transactions are misbooked, after the mistake or mistakes are identified they can be re-booked accurately. In this way, the reversal process essentially "filters out" clerical errors, allowing the operator to better focus on more insidious causes of shrink so they can be eradicated more easily leading to a healthier bottom line.

Basic Operation

Reversals can be made in two key places of CDBWin:

• The Sales/Receivables window (on the Daily Work menu, click Sales/Receivables):
  
  
  
• The Purchases/Payables window (on the Daily Work menu, click Purchases/Payables:
  
  

You begin the reversal process with the historical list of sales transactions or paidouts displayed (1), complete with dollar amount. The reversal will create a record with a negative dollar amount and negative quantity when the transaction you're reversing has a positive amount and a positive quantity. It will have a positive amount and a positive quantity when the transaction you're reversing has a negative amount and a negative quantity. Highlight the record you wish to reverse and click OK. A reverse transaction is created.

If you are referencing a long list of transactions, you can narrow your search by using the filters at the top of the window (2). Individual sales transactions can be located by typing a reference number into the Ref # box. Individual paidouts can be located by typing a specific Invoice # into the designated box. Both types of record samples can be narrowed by date range, using the Beginning Date and Ending Date boxes.

Reasons to Use Reversals

House Charge Correction (A/R)
This would occur in cases where, during processing of house charges, the wrong customer is selected. The charge would then be reversed on the incorrect customer and applied to the correct customer.

Customer Refunds (A/R)
If a customer is dissatisfied and demands a refund, you can process a reversal to appease the customer.

Credit from a Vendor (A/P)
A bill is received from a vendor and the charge is processed. After processing, a dispute with the vendor arises and as a result, the business receives notice of a credit for the charge. At this time the charge can be reversed to get the vendor account to balance.

Typos (A/P and A/R)
There are times when you will make an error on the amount of the transaction and process it without noticing. In these cases you can reverse the transaction and create a new one with the correct amount.

Important Note: You cannot reverse payments or collections.

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