Correcting Posted Delivery Tickets

Issue / Question

After a delivery ticket has been posted, you discover that information on the ticket is wrong and needs to be corrected. The issue may be limited to the delivery date, or it may involve wrong gallons, the wrong customer or tank, or a driver delivering to the wrong tank. In some cases, the tickets may already have been exported to the general ledger (GL), and you may need to keep delivery history, tank records, and financial exports aligned while fixing the mistake. You may also need an already cancelled posted delivery removed entirely.

Environment

This article applies generally to posted delivery tickets, including tickets that have already been exported to the general ledger and tickets associated with tank equipment records. It assumes you can access the Admin > Edit > Posted Transactions screen and have permissions to create positive and negative delivery tickets, unless otherwise restricted by your system or user role.

Resolution / Answer

Use different correction methods depending on what needs to be fixed on the posted delivery ticket:

1. Change the delivery date on a posted ticket
   1. Open the Admin > Edit > Posted Transactions screen.
   2. Enter the posted ticket number and open the posted transaction.
   3. Edit the delivery date to the correct date.
   4. Save the change.

   This updates the date on the existing posted transaction without creating additional tickets.

2. Reverse and recreate a posted delivery ticket

   If the problem goes beyond the delivery date (for example, wrong gallons, wrong customer, or wrong tank), you cannot reinstate or simply edit a cancelled posted ticket. Instead, correct the posted transaction by reversing it and creating a new ticket with the correct information:

   1. Create and post a reversal ticket with negative gallons to offset the original posted ticket.
   2. Create and post a new delivery ticket with the correct information and positive gallons.

   This combination of a negative reversal and a new positive delivery keeps your totals balanced while reflecting the corrected delivery details.

3. Fix tank mix-ups after export to the GL

   If a driver delivered to the wrong tank and the tickets have already been exported to the general ledger (GL), you may not be able to edit the original posted transactions. In that case, reverse the wrong ticket, recreate the correct one, and align the tank records:

   1. Create a negative delivery ticket on the tank that received the wrong delivery to reverse the original. This negates the exported delivery amount for that equipment.
   2. Create a new positive delivery ticket on the correct tank with the delivery details that should have been recorded there.
   3. Update the last full delivery date (or equivalent last-full reading) on the affected tank equipment records so baseload and k-factor calculations reflect the corrected deliveries.
   4. Review the corrected tickets and your GL/financial export to confirm the adjustments produced the expected accounting entries.

   If your user permissions or the system prevent creating negative tickets or making the necessary adjustments, contact your support or accounting administrator for assistance.

4. Request removal of a cancelled posted delivery

   If you need a cancelled posted delivery removed instead of offset with a reversal, it cannot be reinstated or deleted directly by normal ticket edits. In this situation, submit a support request and reference the specific delivery you want deleted so it can be handled for you.

You can verify that the issue has been resolved by reviewing the corrected tickets, confirming that tank records (including last full delivery dates) reflect the correct deliveries, and checking your GL/financial export to ensure that accounting entries match the intended activity.

Additional Information

These correction methods help keep delivery history, tank records, and financial exports aligned when mistakes are discovered after posting. If system restrictions or user permissions limit your ability to edit posted transactions or create negative tickets, coordinate with your support or accounting administrator to complete the necessary adjustments.