Introduction

The amendments you can make to transactions depend on transaction status and type.  

Transaction Status

• Posted Transactions: You can make limited edits to complex transactions containing single or multiple Product Lines, or inventory changes. Examples include amendments to Departmental and General Ledger Account postings. If these transactions require significant edits, then use the Auto-Credit and Auto-Debit facilities on these Invoice Types (or Reversal facilities if available) and re-enter them.
• Unposted Transactions: You can make as many amendments as needed.
• Allocated Transactions: For most edits, unallocate them first, then amend and reallocate them as required.

Transaction Type

You can significantly amend most transaction types, including:

• Batch Transactions
• Quick Entry Transactions
• Payments Journals
• Debit/Credit Journals

You cannot significantly amend:

• Transactions that appeared in a VAT (Tax) Return.
• Transactions used in a Bank Reconciliation.
• Transactions from a Closed Period. You need to reopen the period.

Transactions cannot be deleted from the system. Any changes to them are documented by the system for review. However, in some cases, you can cancel Invoices and Orders.

See:

Add Edit Customers (3.1) - AIQ Academy

Purchase Batch Invoice (4.4) - AIQ Academy

Purchase Batch Debit Note (4.5) - AIQ Academy

Sales Batch Invoices Credit Notes (3.4) - AIQ Academy

Sales Item Invoices / Credit notes (3.2) - AIQ Academy

Edit and Credit Purchase Item Invoice (4.3) - AIQ Academy

Rules for Editing, Reversing and Cancelling Transactions

Editing Transactions

Security rules that control edits 

• You need the correct profile settings to amend transactions. 
• You can only amend transactions from an Open Period. The exceptions are the Description and Ext Ref fields, which you can amend at any time from the Transaction Browser.
• You can only amend transactions that are Unallocated, Unreconciled (on a Bank Statement), or Unreturned (from a Tax perspective). To edit Allocated Transactions, you must change their status to Unallocated. 
• You can only amend transactions not used for a VAT (Tax) Return. If the transaction is on a saved VAT (Tax) Return, you can uncheck the transaction to edit it. 
• If the transaction is on a saved Bank Reconciliation, you can uncheck it to edit it. If a transaction is on a Reconciled Bank Reconciliation, only Admin users can unreconcile the bank, uncheck the transaction, and edit it. 

Fields that can be edited

• Transaction Date:  This will automatically update the Period Date of the transaction. When you amend a transaction date, you must amend it on the Control Account line so that the other transaction lines will inherit it.
• Supplier (Vendor)/Customer/Bank Account Code: Check that the exchange rate and base currency amount are correct. When changing the Supplier or Customer account for a transaction, if the currencies differ, the system takes the current exchange rate from the currency table and recalculates the base currency amount accordingly. 
• General Ledger Code 
• Description: You can amend this at any time from the transaction browser.
• Transaction amount: You can change this on all transactions except Product related Invoices/Credit Notes. To edit these documents, reverse them by creating a Credit Note followed by a new document.
• Tax Code: On Batch Invoices/Credit Notes (Sales and Purchases), you can change the Tax Code, but you need to manually change the corresponding line code and amount. If you 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 return may be incorrect.
• BI Code

Reversing Transactions

You can Reverse some transactions:

• Sales and Purchase Invoices (Batch)
• Sales and Purchase Credit / Debit Notes (Batch)
• Sales and Purchase Invoices (Item) (Use the Sales Item Credit Note or Purchase Item Debit Note)
• Sales Receipts
• Purchase Payments
• Bank Receipts
• Bank Payments
• Sales and Purchases Credit / Debit Journals 
• Bank Credit / Debit Journals
• General Ledger Credit Journals
• General Ledger Debit Journals 

Cancelling Invoices and Credit Notes

You can cancel Invoices and Credit Notes if:

• You have not posted the Invoice or Credit Note. If you have posted them, then raise a Credit Note or Journal.
• The Invoice did not come from an Order. It is not possible to cancel an Invoice and revert the related Order back to an uninvoiced state.
• The Invoice does not contain any Stock (Inventory) Item Codes. Cancelling would have Inventory implications.
• Your Supplier Invoices are subject to Approval. 

Simple Edits

1. Go to General > Transaction Browser. 
2. You can now edit the Description and Ext. Ref. fields. To accept your edits, click the tick icon or else cancel by clicking the x icon.
   
   

See:

How do I Use & Customise the Transaction Browser?‍ 

Editing Batch Type Transactions

Editing the Transaction

1. Go to General > Transaction Browser. 
2. Find your transaction and click Edit.
3. In the Transaction Details screen, click the pencil icon in the line you want to edit. Only the fields you can edit become available for editing.
   
   

In this example, a Batch Purchase Invoice has a status of Posted. This means you can amend the Transaction details extensively, including:

• Account
• Date
• Rate of Exchange
• Net Amounts. This also amends the associated GL Postings and Base Currency Amount.
• Tax Amounts and Tax Rate. If you change the Tax Rate, you must manually calculate the Tax Amount, but the remaining amounts automatically calculate.
• General Ledger Posting Account
• BI Code
• Transaction Status. You can change this to Dispute or Reverse 

If you wish to cancel the Amendments, click the blue Reverse Icon on the right.

4. Click Process Edits. 
   
   

Viewing the Change Log

Click the Blue Flag icon to open Change Log. This displays details of the changes, including date and user.
 

Deleting Transactions

For complete Data Integrity and Traceability, it is not possible to Delete a transaction from the system once you enter it, although you can cancel some Invoices. Instead, you can Reverse or Auto Credit/Auto-Debit a transaction. It will still be visible within the system but have the same effect as a deletion. When you Reverse or Auto-Credit /Auto-Debit a Transaction, all related Postings are also reversed. 

If you reverse an Invoice, then the following postings will also be reversed:

• GL Control Account
• GL Tax Account
• GL Income or Costs Account
• Sales or Purchase Analysis data

Allocated Transactions

If you have already allocated transactions, you can:

• Follow the section 'Simple Edits', above.
• If they are Batch Type, unallocate these transactions as follows:

1. Go to General > Transaction Browser. 
2. Find your transaction and click Edit.
3. Click the pencil icon in the line you want to edit. Only the fields you can edit will become available for editing.
   
   

4.  To see the original document, click the Invoice Number.
   
   Sales Transactions: In the View Allocations tab click Unallocate. The pencil icons will now work for editing.
   
   
   Invoice Transactions: Click the Invoice Number. In the Edit Invoice tab, you can edit the Date, GL Account Number, and BI Code.

Viewing the Change Log

Go to Change Log where you can view details of the edits.

For Auditing purposes, a spreadsheet record is attached to the Invoice via the Document Manager.

Amending Unposted Transactions

You can completely amend Transactions which are in an Unposted state:

1. Go to Sales or Purchases and find your relevant transaction.
    
   
   
   
2. You can edit the Customer Account Code or any of the Customer details, delete Lines (F8 or FN+F8), amend Lines (Product Code, BI Code, Quantity, Price, VAT (Tax)) and add new Lines. You cannot fully delete the entire transaction, but you can reuse it as if it were a completely new transaction.
   
   

Cancelling Unposted Transactions

Sales Quotes, Orders, and Invoices

If a transaction is in an open state:

1. Go to the relevant Sales tab and find the transaction.
2. Under Actions, select Cancel Quote, Cancel Order, or Cancel Invoice as relevant. Alternatively, open the transaction and click on the relevant cancel button.
    
   
   
   

Purchase Orders, and Invoices

If a transaction is in an open state:

1. Go to the relevant Purchases tab and find the transaction.
2. Under Actions, select Cancel Order, or Cancel Invoice as relevant. Alternatively, open the transaction and click on the relevant cancel button.

The Cancel Invoice action allows:

•  The cancelling of an invoice that is waiting for approval. The approver will be notified that the invoice does not require approval anymore.
• The cancelling of an Invoice in the AP Inbox that is awaiting a response from the AP user. This could be a result of an error, duplicate, or if it is not an invoice at all, e.g. an Account statement.
•  The cancelling of an Invoice that is coming from or linked to a Purchase Order.  This action will unlink the Order from the Invoice to allow the Order to be invoiced again.

Reversing Posted Transactions

It is only possible to reverse these transactions if they are in an Unallocated state. Therefore, if the transaction is allocated, then you must first unallocate it as described earlier.

Batch Type Transactions

1. Go to Sales > Batch Invoices or Purchases > Batch Invoices.
2. In the grid, find your relevant Batch Transaction.
3. Go to Actions > Reverse. Alternatively, click on the Batch Reference to open Transaction Details and click Reverse.
   
   
   
   
     
4. When you Reverse a Batch Type transaction then you must enter a reason.
5. Click OK to create a Reversal Transaction.
   
   
   
   

Product Type Transactions

To reverse Product Type Transactions (PI/PN or SI/SN Invoices and Credit Notes) you must Auto Debit or Auto Credit these transactions. You cannot reverse an Invoice or Credit Note in a Closed Period. 

1. Go to Sales > Item Invoices or Purchases > Item Invoices.
2. In the grid, find your relevant Batch Transaction.
3. Go to Actions > Auto Debit or Auto Credit. Alternatively click on the Reference to open the transaction and click Auto Credit or Auto Debit.
   
   
    
4. Click OK to accept. This creates a Reversal Transaction in the form of a Credit Note or Debit Note that matches the Item/Price Invoice and all its line Items. The Debit/Credit Note is automatically allocated to the original Invoice. 
   
   In the Item Invoices grid the Purchase Debit will appear with the same reference as the invoice you auto debited but prefixed with ‘Debit’ in front of the number. The auto debit will have a PN transaction type.
   
    

Duplicate a Transaction before Reversing and Amending

If you have a complex Product/Item Type Invoice which you want to amend beyond what’s available for a Posted Transaction, you can duplicate it and then Reverse the original. This process produces an Unposted Transaction (Processed) which you can fully amend. 

1. Find the Transaction in question and click on its reference number to open it.
    
    
2. Click Duplicate. 
3. Enter a new External Ref. 
4. Click Save. Do not click Post during the process. This will then create your Unposted duplicate transaction which you can now amend.
    
    
5. You can then proceed to Auto-Debit or Auto-Credit the original transaction and then proceed to post and/or print the duplicated transaction.

Examples

Sales Batch Invoice

1. Go to General > Transaction Browser.
2. Find your transaction and click Edit.
3. Select a particular line to edit by clicking on the pencil icon.
   
   

Edit the available fields as required. As this is a batch invoice and unallocated it is possible to edit the: 

• Amounts
• VAT (Tax) codes
• Customer account
• BI Code
• Non-control GL accounts
• Date

To cancel any edit made whilst in edit mode, click the undo icon. 

4. Click Process edits.
   
    

Sales Item Invoice

1. Go to General > Transaction Browser.
2. Find your transaction and click Edit.
3. Select a particular line to edit by clicking the pencil icon.
   
   

Edit the available fields as required. It is possible to edit the: 

• Invoice date
• Non-Control GL accounts
• BI Code 

Alternatively, you can edit the items above and more in the Sales Item Invoice:

1. Go to Sales > Item Invoice.
2. Find your Invoice and click on its Number.
3. In Invoice Details, for posted Item Invoices, you can also edit the:

• Product Description
• Customer Address
• Delivery Address 
  
  

4. Click Edit Details and the editable fields become highlighted.
   
   
5. Click Save.