FAQ: Troubleshooting Cash Purchases

Q: I saved a cash purchase by mistake. Can I undo it?

A: Yes, but it depends on whether other documents depend on it. If the purchase is standalone, you can delete it from the purchase list, and the ledger posting will reverse. However, if the purchase is linked to a warehouse receive, an allocation, or another transaction, you may not be able to delete it directly. In that case, you can create a reversing cash purchase (same items, negative amount) to offset it, or ask your accountant to manually journal the reversal.

Q: Why can't I edit the vendor on a saved cash purchase?

A: Some fields, including the vendor/contact, are locked after the purchase is saved to prevent accidental changes that could break accounting records. To change the vendor, you'd need to delete and recreate the purchase (if it's deletable) or ask your administrator if a post-save edit is allowed.

Q: The cash purchase shows in my list but doesn't appear in reports. Why?

A: The purchase may not be included in reports if it's marked as a draft, not yet confirmed, or filtered out by report settings. Check:

• Is the purchase status "Posted" or "Confirmed"? Drafts usually don't report.
• Are you filtering by date range? The purchase date may be outside your report range.
• Is the purchase linked to the right product or location? Some reports filter by ref_product or warehouse.

Go to Cash Purchases → Purchase List and Open in Usystems, find the purchase, and check its status.

Q: I entered the quantity wrong. Can I fix it without deleting?

A: Yes, if the purchase is still editable (usually before it's posted to the ledger). Find the purchase, click Edit, change the quantity, and Save. The amounts will recalculate. If the purchase is locked, contact your admin to unlock it or request a post-save edit permission.

Q: A purchase amount doesn't match my invoice. What do I check?

A: Check these in order:

1. Line items: Did you enter all items and correct quantities?
2. Prices: Are per-unit prices correct? Did you include shipping, fees, or taxes if the invoice does?
3. Discounts: Did you apply any discount? Usystems will reduce the total.
4. Currency & exchange rate: If the invoice is in a foreign currency, confirm the exchange rate used for conversion.
5. Rounding: Small differences (1-5 units on large amounts) are usually rounding from exchange rates or tax calculations.

If the difference is large, recreate the purchase line-by-line and compare.

Q: Can I change the date of a cash purchase after saving?

A: It depends on your system settings. Some organizations allow date edits for recent purchases; others lock the date to prevent ledger confusion. Find the purchase in the list, try to click Edit, and look for the date field. If it's locked, contact your administrator to adjust it or explain the policy.

Q: The cash account balance is wrong after I saved a purchase. What happened?

A: The purchase should have decreased your cash account balance by the purchase amount. If it didn't:

• Check the posting: Go to Journal and find the purchase to see if both the debit and credit posted correctly.
• Check for duplicates: Did you save the purchase twice by accident? Look in the list for duplicates by date/amount.
• Check the account selection: On the purchase, verify the correct cash account was selected. If it was posted to the wrong account, your expected account may appear unchanged.

Go to Journal → Transactions and Open in Usystems to drill into the posting details.

Q: Can I include a purchase I made last month if I'm creating it today?

A: Yes. The purchase date can be set to any past date (within reason—your accountant may restrict dates beyond a certain month). Set the date when you enter the purchase, and save. The posting will appear in the journal for that date, even though you're creating it now.

Q: What's the difference between a cash purchase and a bill?

A: A cash purchase assumes you pay immediately (or have already paid). A bill is an invoice from a vendor that you'll pay later. In accounting terms:

• Cash purchase: Expense/Asset (Debit) + Cash (Credit) in one step.
• Bill: Expense/Asset (Debit) + Accounts Payable (Credit); later, cash payment reverses the payable.

If you haven't paid yet, use a bill. If you're paying now, use a cash purchase.