Table of contents

• Where do I find the delete function?
• What happens when deleting in the different tabs?
• Use cases and scenarios

Where do I find the delete function?

Navigate to "Process" -> "Documents and Transactions". Here you will see various tabs.

To use the delete function:

1. Select at least one row with a document and/or a transaction in one of the mentioned tabs by checking the checkbox at the beginning of the row.

2. The button "Posting... (x)" now appears at the top.

3. In the dropdown menu, you will find the option "Delete".

What happens when deleting in the different tabs?

The behavior of the delete function differs depending on which tab you are in and the status of the selected elements:

1. In the "Documents and Transactions" tab

• Scenario A: The account assignment is completed AND a document is linked to the transaction.

  • Result: The document is deleted. The transaction remains and can be reprocessed or linked to another document.
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• Scenario B: The account assignment is completed, but NO document is linked to the transaction (e.g., a "posting without document").

  • Result: Deleting removes the "posting without document" and releases the original bank transaction for reprocessing within Kontera.

2. In the "Ready for Export" tab

• Prerequisite: You have selected postings here that are prepared for export to your accounting system.

  • Result:

    • The posting is deleted.

    • The linked document is also deleted.

    • However, the underlying transaction remains and appears again in the "Documents and Transactions" tab for reprocessing.
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3. In the "Exported" tab

• Prerequisite: To delete postings in the "Exported" tab, you must go into the individual detail view of the single posting.

  

• Result:

  • The posting is deleted.

  • The linked document is also deleted.

  • However, the underlying transaction remains and appears again in the "Documents and Transactions" tab for reprocessing.

Use cases and scenarios

Scenario 1: Correction after applying a faulty posting rule (e.g., incorrect tax rate)

If you find that a posting rule has assigned accounts incorrectly to transactions (e.g., with an incorrect tax rate for "postings without document"), you can delete the affected postings to have them reprocessed with the corrected rule.

1. Identify the affected postings: Go, for example, to the "Ready for Export" tab.

2. Filter the view: Use filters to narrow down the selection.

   

3. Select the postings: Mark the desired rows. You can proceed page by page by using the top checkbox to select all entries on a page.

   

4. Delete the postings: Click on "Posting... (x)" -> "Delete"

   • As described above, in "Ready for Export", the posting and the document are deleted, and the transaction returns to the "Documents and Transactions" tab.

   • For "postings without document", deleting removes the "posting without document" and the transaction is released for processing again.
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5. Automatic reprocessing: Kontera will now automatically reprocess the "freed" transactions with the (now corrected) posting rule and apply the correct tax rate.

Scenario 2: Handling duplicates (e.g., double-uploaded credit card statement)

The procedure for duplicates depends on whether and how the items have already been processed and exported.

• Case A: Duplicate of a credit card statement detected, transactions NOT yet exported:

  • If you delete an entire credit card statement (as a document in Kontera) with all its transactions before they have been exported, the transactions of this statement are usually removed.
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  • The documents attached to the individual transactions are preserved and can be reassigned.
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• Case B: Duplicate of a credit card statement, individual transactions/documents from it have already been EXPORTED:

  1. You must first delete the mistakenly exported individual postings belonging to the duplicate from the "Exported" tab (see instructions for the "Exported" tab above). This returns the transactions to the "Documents and Transactions" tab.
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  2. Only after these links to exported items are removed can the parent duplicate statement (if treated separately as such) or the remaining associated items be cleaned up more easily.
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  3. Alternative for completely exported duplicates: An advanced approach can be, in the case of two completely exported, identical statements, to selectively delete the duplicates individually from one of the two statements (posting and document), so that virtually one correct whole statement is made out of two half statements. However, this requires great care.