Create an Error Correction-Debit Transaction

When an account must be adjusted to correct the balances, use an error correction transaction. These transactions are only accessible from the Detail Trust Fund Account window.

1. In the Detail Trust Fund Account window, click on Actions, Create Transaction, Error Correction. The Detail Transaction window displays in Add mode.
2. Click on the Description down arrow. The drop-down menu displays. Use Error Correction-Debit for general debit transactions. Use the specialized error correction codes for the appropriate situation.
3. Click on the desired correction type. The Description field displays the selection. Type in the amount and Comments, if desired. Click on the Save button.
4. Depending on whether the account tracks personal assets and/or monthly maintenance, N-FOCUS begins a series of checks to determine which balances to adjust.

• If this account does NOT track personal assets and/or monthly maintenance, click on the close button. The following series of checks and messages will not appear.

• f this account DOES track personal assets and/or monthly maintenance, the following checks are performed. See the summary of the error correction update messages and responses.

5. An error correction update message displays. Because this is a debit transaction for an account that tracks personal assets, the system needs to know whether the original transaction was a receipt. The answer to this question directs the system in recalculating the balances.
6. An error correction update message displays. Because this is a debit transaction for an account that tracks personal assets, the system needs to know whether the original transaction was a receipt. The answer to this question directs the system in recalculating the balances.

7. Because this account tracks personal assets, the system determines whether the Personal Asset balances should be adjusted.

   If all required information exists, the transaction is saved and the Detail Transaction window displays in Inquiry mode. If required information is missing, a message displays. Add the needed information and try again to save. Two possible messages:

   • Missing required information
   • Transaction amount is greater than the Available balance. Funds are not available for this transaction.
8. Click on the Close button.

The Detail Trust Fund Account window displays with the new transaction row in the Account Transactions box. Note that the Balances box is updated, but the only update in Personal Assets is the Excess Available balance. Scroll to the right to view the comments for each transaction.

(12-2005)