The easiest and quickest way to Edit Transactions is to invoke the Transaction Browser and locate the Transaction you want to correct or amend.
It’s important to remember that only certain levels of Amendment are allowed (see below) depending on the type of transaction and its current state.
“Posted” complex Transactions involving single or multiple Product Lines and possibly Inventory changes can only be amended to a very limited extent (usually “Simple Edits” and amendments to Departmental and General Ledger Account postings). If these complex transactions require significant correction, then they should be “backed out” using the Auto-Credit and Auto-Debit facilities on these Invoice Types (or “Reversal” facilities where encountered) and then re-entered (see Reversing Posted Transactions below). However, if such transactions are in the “Un-Posted” state (i.e. “Processed” only) then the transaction can be recalled and many amendments can be carried out.
“Allocated” Transactions will, for most edits, require to be Un-allocated first, amended, and re-allocated if required.
Most other Transactions, including those entered using the “Batch” or “Quick” entry facilities as well as Payments and Debit/Credit Journals, can be significantly amended and corrected. However, you cannot significantly amend a Transaction which has appeared on a VAT (Tax) Return or one which has undergone a Bank Reconciliation. Neither can you amend a Transaction which is in a Closed Period – you may need to Re-open the period, which is discussed in a related Article.
Also, remember that all amendments and corrections are always fully documented within the System for subsequent review.
Deleting transactions: Transactions from the system, however, it is possible that Invoices and Orders can be Cancelled in some circumstances (in effect deleting them).
Editing, Reversing and Cancelling Rules
Facilities to edit are based on particular transaction and security 'rules', Only users with the correct profile settings can amend transactions and/or transaction details. Apart from the transaction description & ext ref field, which can be amended at any time from the Transaction Browser, only transactions
i) with a period date in an Open Ledger (General/Sales/Purchases) period can be amended.
ii) Only transactions that are 'Unallocated', 'Unreconciled' (on a bank statement), or 'Unreturned' (from a Tax point of view) can be edited. If transactions are allocated they can be Unallocated and then editing is possible.
iii) Only transactions that are not checked for a VAT (Tax) Return or Bank Reconciliation can be edited. If the VAT is returned, the Transaction cannot be edited. If the transaction is on a saved VAT (Tax) return the transaction can be unchecked and then edited. If the transaction is on a saved Bank Reconciliation, it can also be unchecked and edited. If a transaction is on a Reconciled Bank Reconciliation, only Admin users can unreconcile the bank, uncheck the transaction and make edits to it.
Deleting transactions: Transactions cannot be deleted from the system, however, it is possible that Invoices and Orders can be Cancelled in some circumstances (in effect deleting them).
Reversing Transactions: Certain transactions can be 'Reversed'. Currently, these are:
Sales & Purchase Invoices (Batch)
Sales & Purchase Credit / Debit notes (batch)
Sales & Purchase Invoices (item) - To reverse please use the sales Item Credit Note or Purchase Item Debit note
Sales & Purchases Credit / Debit Journals
Bank Credit / Debit Journals
General Ledger Credit Journals
General Ledger Debit Journals
Provided the above 'rules' are in place, the following elements of a transaction can be changed:
i) The date of the transaction - which in turn will automatically amend the associated period date of the transaction. (NB: the same rule in relation to closed periods will apply to the amended transaction period date). Note that when you are amending the date of a transaction you must amend it on the control account line and the change will be propagated to the other transaction lines.
ii) The Supplier (Vendor) or Customer or Bank Account code that is attached to the transaction. Note: When changing the Supplier or Customer account associated with a transaction, if the currency is different, the system takes the current exchange rate from the currency table and recalculates the base currency amount accordingly. It is the responsibility of the user to check that the exchange rate and base currency amount are the ones intended by the user.
iii) The General Ledger code that is attached to the transaction.
iv) The description field that is attached to the transaction (can be amended at any time from the transaction browser by clicking the transaction description field).
v) The transaction amount. Note: The transaction amount can be changed on all transactions except Product related Invoices/Credit Notes (i.e Invoices or Credit Notes with Items). To edit these documents it is recommended to Reverse them by creating a credit memo for example and then creating a new document.
vi) Tax Code: On batch invoices/credit notes (Sales & Purchases), the Tax Code can be changed, but the system leaves the responsibility to the user to change the corresponding line code and amount. If the user was to change the Tax Code on the net line of an Invoice, and not the Tax Code on the corresponding Tax line, the Tax reporting and returning may be incorrect.
vii) BI Code.
Cancelling Invoices and Credit Notes:
i) The Invoice or Credit Note has not yet been Posted. If Posted, then raise a Credit Note or Journal.
ii) The Invoice has not come from an Order - Cancelling an Invoice and reverting the related Order back to an un-invoiced state is not supported.
iii) The Invoice must not have any Stock (Inventory) Item Codes on it - as cancelling such an Invoice would have Inventory implications.
iv) For Supplier Invoices subject to Approval, the Invoice must be in a "Rejected" state before it can be cancelled. Pending or Approved Invoices cannot be cancelled.Delete
Firstly, to deal with the Simple Edits. Go To > General > Transaction Browser;
Any field which is shown as above in a Box in the Transaction Browser Grid (see the Article entitled “How do I Use and Customise my Transaction Browser”) can simply be edited by placing the cursor on that field and making the changes. The changes can be effected by clicking on the Green Tick Symbol or canceled by ticking on the Red “x” Symbol.Delete
Transactions which are in an Un-Posted state can be amended completely. Simply recall it from its relevant grid by clicking on the Transaction No;
You can now change, for example, the Customer Account Code or any of the Customer details. You can Delete Lines (“F8”), Amend Lines (Product Code, BI Code, Quantity, Price, VAT (Tax), etc.) and you can add new Lines. Unfortunately, you cannot fully delete the entire transaction, but you can re-use it as if it were a completely new transaction.Delete
Cancelling UnPosted TransactionsDelete
Reversing Posted Transactions
As with the other transaction types detailed in this article, it is only possible to reverse or "back-out" these transactions if they are in an Un-allocated state. Therefore, if the transaction in question is allocated then you must first Un-allocate it as described earlier.
You can Reverse a Batch Type transaction from here;
Or from here;
Alternatively, if you have a complex Product/Item Type Invoice which you want to Amend or Edit (beyond those facilities afforded to a Posted Transaction), you might consider Duplicating it and then Reversing the original. This process produces an “Un-Posted” Transaction (i.e. “Processed”) which can then be fully amended as detailed in this article. Recall the Transaction in question from its relevant Grid;
Having clicked on the “Duplicate” Button you will be required to enter a new External Reference No. followed by “Save” taking care not to also “Post” the transaction during the ”Save” process. This will then create your duplicate transaction which will now be “Un-Posted” and which can now be extensively amended;
You can then proceed to “Auto-Debit” or “Auto-Credit” the original transaction and having made the required amendments to the Duplicate you can then proceed to Post and/or Print the revised transaction.
Fields available for editing then can be changed as required. To cancel any edit made whilst in edit mode, click the undo button. To save your edits click 'Process edits'.
By opening the Sales item invoice line details as below (from the item invoice screen, click on the Inv No to open the invoice or from the Transaction Browser click on the Int No.