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How do I reverse a Contractor expense posted in error?

Zenya Allen
Zenya Allen
  • Updated

If you have made an error on a Contractor expense, either by posting it to the wrong Property, Contractor or entered the incorrect amount, as long as it hasn't been marked as Cash available, you can simply delete the expense and re-add it.

This article includes: 

Delete a Contractor expense

  1. Double click Contractors from the side menu
  2. Search for the relevant Contractor using Search Text by Name, Code or Status
    1. Alternatively, find the Contractor using Additional Options from the dropdown menu
    2. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Click Pay Contractor
    1. Pay Contractor will display detailing the status of invoices in the respective columns
    2. Cash – Pay Cont and Cash – Pay Later. Any invoices in these columns cannot be deleted as they have already been taken from a Tenants deposit or deducted from a Landlord statement. Instead, you will need to Reverse a contractor expense, detailed below
    3. Ledger - Pay Cont and Ledger - Pay Later. Any invoices in these columns can be deleted
    4. Click on the arrow of the column you want view
    5. Locate the expense you want to delete
    6. Untick Pay Now
    7. Click on the left end of the expense line, to highlight it in blue
    8. Press the Delete key on your keyboard
    9. Click Confirm
    10. Click Yes to the message confirming changes
    11. Click Close

Reverse a Contractor expense

If the expense is in either of the cash columns, it cannot be deleted. Instead, you will need to credit it by raising an expense for a negative amount.

For example, if the Contractor expense was posted to the wrong Property or Tenancy for £100, post another expense to the same wrong Property or Tenancy for - £100.

Make a note the Date, Item type, Amount and any VAT of the invoice you want to remove, then post the invoice to the correct Property.
For more information on How do I add a contractor expense, click here

After the expense has been posted, if you don't want the Landlord to see the reversed transaction on their Landlord Payment:

  1. Double click Landlord from the side menu
  2. Search for the relevant Landlord using Search Text by Name, Code or Status
    1. Alternatively, find the Landlord using Additional Options from the dropdown menu
    2. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Click to select the Landlord
  4. Click Payment
    1. Untick all items except the Debit and Credit of the expense you posted incorrectly
    2. Untick the Send Options, to avoid the Landlord Payment statement being sent to your Landlord
    3. Click Update showing only the credit and debit expense items
    4. Are you sure you want to update - click Yes to confirm
    5. Click Close
  5. On the Landlord Information, Statement Number, reduce the number by one. This will result in the Landlord receiving consecutive statement numbers the next time you produce them a Landlord Payment

The transactions will be saved in the Landlord Information History Log for you to reference at a later date if required.