Before editing a closed or posted RA, any previously printed tax documents for the RA must be cancelled. There are two programs that allow the user to cancel tax documents:
a. Restricted - under this access, the user can cancel only those tax documents that were printed during the current month at the user's default location.
b. Unrestricted - under this access, the user is able to cancel any tax document - regardless of where it was originally printed.
When a tax document is cancelled, the corresponding invoiced flag on the RA or voucher is reset to "uninvoiced" and the data will be queued once again for batch printing. The void date assigned to the tax document is the most recent of the following two dates: The Tax Document "Print Through Date" from page 4 of the Location record, or the last tax document print date from the previous month.
User tip: To determine what tax document number (or numbers) are assigned to a RA, use the program List Tax Documents for RA Report.
To access the Cancel Tax Document program, type VOIDTD (RET) at any menu "OPTION:" field or the appropriate line number on the Tax Document Sub-Menu of the Rental Accounting menu. The screen will then display:
| OPTION: __ CANCEL TAX DOCUMENT 1. Loc# 2. NF# Cust# TD Total TD Taxable Tot TD Tax Pct TD Tax Amt 1SAVE 2 3ERASE 4 5BACKUP 6 7HELP 8 |
Enter data as follows:
|
1. LOCATION |
Enter the
printing location for the daily rental contract. (This is not necessarily the opening or closing location.) EXAMPLE: Type TUS (RET) |
|
2. TD # |
Enter the tax document number that you wish to cancel. EXAMPLE: Type 123789 (RET). |
|
CUST # & OTHER FIELDS |
These fields display information about the tax document in order to verify that the correct record has been retrieved. |
PRESS "F1" AT "OPTION" TO PROCEED.
When canceling a posted Tax Document, the Tax Document file is examined for other uncancelled tax documents issued for the same RA. If a second Tax Document is found the following message will display:
TWO POSTED NFs EXIST FOR THIS RA, BOTH MUST BE CANCELLED, CONTINUE? (Y/N)
Enter:
N = No. The Tax Document will not be canceled, and the fields on the screen will be cleared.
Y = Yes. Both Tax Documents will be canceled. Thus, new Tax Documents can be issued for both through the Batch Print Tax Document program.