# System Recalculations

# System Recalculations

<span class="ts15">System Configuration&gt; Security&gt; System Recalculations</span>

<span class="ts0">We run recalculations to eliminate errors or to include additional data.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1210).png)

<div id="bkmrk-scheduled-system-rec"><table class="tbl4"><tbody><tr class="row1"><td class="cell3"><span class="ts0">Scheduled System Recalculations</span>

</td><td class="cell4"><span class="ts0"> </span>

</td></tr><tr class="row1"><td class="cell3"><span class="ts0">2. Recalculate Balance Sheet</span>

</td><td class="cell4"><span class="ts0">01:00 am</span>

</td></tr><tr class="row1"><td class="cell3"><span class="ts0">3. Recalculate Creditor Balances</span>

</td><td class="cell4"><span class="ts0">01:15 am</span>

</td></tr><tr class="row1"><td class="cell3"><span class="ts0">4. Recalculate Debtor Balances</span>

</td><td class="cell4"><span class="ts0">01:30 am</span>

</td></tr><tr class="row1"><td class="cell3"><span class="ts0">6. Recalculate Summary Income</span>

</td><td class="cell4"><span class="ts0">01:45 am</span>

</td></tr><tr class="row1"><td class="cell3"><span class="ts0">7. Update Account Balances</span>

</td><td class="cell4"><span class="ts0">02:00 am</span>

</td></tr></tbody></table>

</div><span class="ts0">The recalculation can be run whenever the balance is out.</span>

<span class="ts0">Activate schedule</span>

<span class="ts0">Deactivate schedule</span>

<span class="ts0">Reset posting queue</span>

# Posting queue reset

<span class="ts10">Video training manual 2016 - </span>[Click Here](https://vimeo.com/357001125)

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3792).png)

# Merge Customers

<span class="ts0">This utility allows you to merge customers.</span>

<span class="ts0">When somebody has duplicated a customer and has put transactions against it, you can merge the transactions of the customer to the new customer. </span>

<span class="ts0">Once you have completed the merge, it is recommended thank you delete the duplicated customer.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3888).png)

<span class="ts0">Source Customer </span>

<span class="ts0">Find the customer that is duplicated, enter the customer in this section.</span>

<span class="ts0">This will be the customer that you will delete after you have merged it.</span>

<span class="ts0">Merge to customer</span>

<span class="ts0">This is the customer that you want as the main customer.</span>

<span class="ts0">Enter both the source and the merge to customer and then click on confirm to reassign all customer transactions.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3889).png)

# Change Customer on Job

<span class="ts0">Use this utility to change a wrong customer on a job to the correct customer .</span>

<span class="ts0">This will change all the quotes and job to the new customer</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3890).png)

<span class="ts0">Find the job number that has the wrong customer.</span>

<span class="ts0">Select a new customer that you want the job to go to and click on the button called change.</span>

<span class="ts0">This will change any invoices against the job.</span>

<span class="ts0">Note that this will not allow you to change the customer if there are any invoices that are allocated.</span>

<span class="ts0">Unallocated payment to invoice before running this utility.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3891).png)

# Due Date

<span class="ts0">Use this utility to update all the debtors and creditors transaction with the due date.</span>

<span class="ts0">This will help to update past transactions to have a due date against them.</span>

<span class="ts0">You can also use this utility to update the transactions for due date if you have changed the terms of the customer or supplier .</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3892).png)

<span class="ts0"> </span><span class="ts0">This will run automatically when you click Run Utility</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3893).png)

# Last Payment

<span class="ts0">Use this utility to update Debtors and Creditors last payment date.</span>

<span class="ts0">This will update the tables so that when you run the age analysis report for the last payment date , this will appear there.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3894).png)

# Change Transaction Dates

Change transaction dates of processed documents.

Helps to not have to do a credit note and reissue invoice.

<p class="callout danger">**WARNING**</p>

Use this new feature with care.

It allows one to change the transaction date of posted documents.

This will update the document, general ledger transactions and tax tables.

Not recommended if you have submitted Taxes (VAT or GST) to government organizations.

<p class="callout warning">Balances recalculations to be run after changes</p>

If you are changing transactions in different periods, run the system recalculations to update balances in those periods.

Go to System Utilities (system recalculations)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/4Wbimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/4Wbimage.png)

Enter the exact document number, it must include full document number - INV370

1. Enter the document number
2. Click on Search to find document
3. Change to new date
4. Click on Save to update transaction

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/jZsimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/jZsimage.png)

---

#### Recalculate balances

After updating a date of a transaction, run recalculations to update balances.

There is a possibility that your reports will be out of sync

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/Duhimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/Duhimage.png)

---

#### User log

The change will be logged in the user log as proof a user changed a date on a document

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/SGRimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/SGRimage.png)

# Invoice Open

This is a utility that allows a posted invoice to be reopened and edited.

<p class="callout danger">Warning</p>

The utility will do the following

1. <span style="mso-fareast-font-family: 'Times New Roman';">Make a PDF invoice and store in folder</span>
2. <span style="mso-fareast-font-family: 'Times New Roman';">Un allocate the invoice</span>
3. <span style="mso-fareast-font-family: 'Times New Roman';">Delete General Ledger transactions</span>
4. <span style="mso-fareast-font-family: 'Times New Roman';">Delete VAT / GST tables</span>
5. <span style="mso-fareast-font-family: 'Times New Roman';">Delete mirror table</span>
6. <span style="mso-fareast-font-family: 'Times New Roman';">Delete allocations table</span>
7. <span style="mso-fareast-font-family: 'Times New Roman';">Delete stock movement</span>
8. <span style="mso-fareast-font-family: 'Times New Roman';">Recalculate each stock item</span>
9. <span style="mso-fareast-font-family: 'Times New Roman';">Make a user log entry</span>

This utility is specific to Debtors invoices only, no job invoices and no other documents.

<p class="callout info">Recommended to do the following after invoice re opened.</p>

This can be done at the end of the day

<p class="callout warning">Reports maybe out of sync if the following utilities are not run before running reports</p>

1. Recalculate Account Balances
2. Recalculate summary income
3. Recalculate Balance Sheet
4. Recalculate Debtor Balance

Access the system via the System Utilities (System Recalculations)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/VTHimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/VTHimage.png)

Enter your invoice number in full

Click on Search

Click on Continue to complete

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/scaled-1680-/Tj7image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-03/Tj7image.png)

After the invoice has been re opened, find it in the Debtors Module &gt; Activity &gt; Invoice

This will be displayed as a preparation invoice, which can be edited and reprocessed.

<p class="callout warning">The Invoice cannot be cancelled as it has reserved the invoice number. it must be processed</p>

A copy of the invoice is kept in the back ground folders for audit purposes.

A user log is created to log who re opened an invoice and which invoice was re opened.

New transactions and stock movements will take place when processing the invoice.