Backdating Posting

A guide to viewing and creating backdated transaction postings in Udara360.

Backdating Posting enables authorized users to process financial transactions against a date prior to the current financial date. This capability is essential for recording missed postings, correcting historical entries, and making adjustments that must reflect on a specific past date in the institution's financial records. Because backdated transactions directly affect historical ledger balances and financial statements, this feature is typically restricted to senior operations staff or users with explicit backdating authorization.

Every backdated transaction in Udara360 follows the double-entry accounting principle, each posting must have at least one debit entry and one credit entry of equal value before it can be submitted.

To access Backdating Posting, navigate to Postings in the left sidebar and select Backdating Posting.

Prerequisites

Before creating a backdated posting, ensure the following:

• Your user role includes permission to access Backdating Posting under Postings in Udara360

• The financial date you intend to post against has been confirmed and authorized, most institutions require explicit supervisory approval before a backdated entry is processed

• The GL accounts or customer accounts involved in the transaction are Active and available for posting

• The total debit amount and total credit amount are equal, Udara360 will not allow an unbalanced posting to be submitted

Viewing Backdated Transactions

Upon accessing the Backdating Posting page, a table displays all previously processed backdated transactions. Each record shows the financial date, transaction date, GL or account details, debit and credit amounts, posting reference, branch, sort code, instrument number, narration, the user who processed the posting, and available actions.

Use the Filter button at the top right to narrow results by specific criteria, or click Reset Filter to clear any applied filters. Use the Show dropdown at the top left to adjust the number of entries displayed per page.

Creating a New Backdated Transaction

1. Open the Backdating Posting Form, click the Post button at the top left of the Backdating Posting page. The system will navigate to the backdated transaction form.

2. Select the Financial Date under the Financial Date section, click the Select Date field and use the date picker to choose the historical date the transaction should be posted against.

📌 Note: The financial date must be prior to the current financial date displayed at the top of the screen. This date determines when the transaction will appear in the institution's historical financial records, select it carefully as it directly affects ledger balances and reporting for that period.

1. Configure the Account to Debit under the Account to Debit section, select the account type using the radio buttons:

• Savings/Current: for customer savings or current accounts

• General Ledger: for GL accounts

Then fill in the following fields:

• Search Account Name: type to search for the account by name

• Acc. No: enter the account number

• Sort Code: select the appropriate sort code from the dropdown. Click Sort code meaning? for guidance on sort code categories

• Branch: select the branch from the dropdown

• Amount: enter the debit amount

• Instrument No: enter the instrument number

• Narration: enter a description for the debit entry

📌 Note: Click + Add New to add multiple debit lines if the transaction requires more than one debit entry. Each additional line follows the same field structure.

1. Configure the Account to Credit under the Account to Credit section, follow the same process as Step 3 to configure the credit entry. The fields are identical; Search Account Name, Acc. No, Sort Code, Branch, Amount, Instrument No, and Narration.

📌 Note: Click + Add New to add multiple credit lines if required. Before submitting, confirm that the total debit amount and total credit amount are equal, as an unbalanced posting cannot be submitted.

1. Submit the Transaction Once all required fields are completed for both the debit and credit entries, click the Post button at the bottom of the form to submit the backdated transaction. The posting will be recorded against the selected financial date and will appear in the Backdating Posting list with a system-generated posting reference.

To return to the list page without submitting, click the ← List page button at the top left of the form.

Best Practices

• Always obtain supervisory authorization before processing a backdated entry, because an unauthorized backdating can compromise the integrity of financial statements and trigger audit findings

• Double-check the financial date before submitting, because posting against an incorrect historical date affects ledger balances for that period and will require a reversal to correct

• Use the narration field meaningfully; a clear narration that describes the nature and reason for the backdated entry makes it significantly easier to trace during audits

• Where possible, process backdated postings during off-peak hours to minimize the risk of conflicts with other active transactions on the same accounts

Troubleshooting

Issue	Likely Cause	Resolution
Financial date not accepting the selected date	The selected date may fall outside the permitted backdating window configured by your institution	Confirm the allowable backdating period with your system administrator
Account not found in the debit or credit section	Incorrect account name or number entered, or the account may be inactive	Verify the account details and confirm the account is Active before retrying
Post button not responding	Debit and credit amounts are unequal or required fields are incomplete	Review all fields in both sections and confirm the total debit and credit amounts balance exactly
Sort code dropdown showing no options	Sort codes have not been configured for the selected branch	Contact your system administrator to verify sort code configuration
Transaction posted against the wrong financial date	Incorrect date selected in the Financial Date field	Process a reversal for the incorrect entry and repost with the correct financial date, do not attempt to edit a submitted posting
Backdating Posting option not visible in sidebar	Your user role may not include backdating permissions	Contact your system administrator to verify your role permissions