Prerequisite: 

Ensure that you have the correct permissions to amend transactions. See Setting Up System Users for further details.

Summary of Amendment Rules:

Below is a breakdown of transaction types and their amendment rules. For full instructions, refer to the sections mentioned in parentheses. 

Deleting Transactions

Transactions cannot be deleted as the system must maintain complete data integrity and traceability. 

Instead, select one of the following options:

• Section 4: Unposted transactions can be cancelled (SQ, SO, SI, SN, PO, PI, PN).
• Section 5: Posed transactions can be reversed in the Transaction Browser.
• Section 6 - Option 1: Posted Item Invoices can be Auto Credited / Auto-Debited in the listing grid.
• Section 6 - Option 2:  If extensive edits are required, posted Item Invoices can be duplicated. Then the original can be auto-credited/debited.
• Section 6 - Option 3: Batch Invoices can be reversed in the listing grid.
• Section 7: Purchase Payments can be reversed.

Below is a breakdown of transaction statuses and their amendment rules. Where relevant, refer to the sections mentioned in parentheses. 

Editing an Unposted Transaction

1. Go to the relevant AR or AP listings and open the transaction by clicking on its code.
2. Double-click in any of the fields to amend the details:
   • Supplier/Customer: If you update the Supplier or Customer account to one with a different currency, the base currency amount will be recalculated using the current exchange rate from the currency table. Ensure that the figures are correct. 
   • Transaction Date: This will automatically update the Period Date of the transaction as well as the due date in the listing grid. The due date is calculated based on the credit term set in the supplier or customer record and can only be amended there. See Managing Supplier Master Records  or Managing Customer Master Records for more details.
   • VAT Code: Update this per line not in the header.
3. If needed, delete (F8 or FN+F8), or add new Lines and amend any of the following:
   • Item Code
   • Description
   • General Ledger Code
   • BI Code
   • Quantity
   • Unit Price
   • VAT: Update the VAT Code per line item and the VAT Amount will automatically update.
   • Total: Enter the new line total in the entry screen.
4. Click Save.  

Option One: Basic Transaction Browser Edits (Ext Ref and Description)

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

Option Two: Further Transaction Browser Edits

1. Go to GL > Transaction Browser.
2. Find the transaction and click Edit.
3. In the Transaction Details screen, click the pencil icon in the line you want to edit. 

4. The fields available for editing will depend on transaction type and status. 
   • PI / PN can be edited as follows:
     • Tran Date: The transaction date can be amended on the Control Account line and the other transaction lines will inherit the update.
     • Account
     • GL Account: Only the Revenue or Expense accounts can be updated, not the associated Control Accounts.
     • Amt and BC Amt: Updating these will amend the associated GL Postings.
     • FX: This can be edited for foreign currency transactions.
     • Tax: If you change the Tax Rate, you must manually amend the Amt and BC Amt fields on both the GL and Tax Control Account lines. Incomplete modification can lead to incorrect VAT Returns.
     • BI Code: This can only be edited if the PI is not linked to a BI Code based approval workflow.
   • PI / PN that are part of VAT Returns can be edited as follows:
     • GL Code
     • BI Code
   • SI / SN can be edited as follows:
     • GL Code
     • BI Code
5. If you wish to cancel any amendments, click the blue Reverse arrows on the right.
6. When finished, click Process Edits.

Viewing the Change Log

If the transaction has been edited, a blue flag will appear.

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

If a transaction is allocated, you can:

• Edit the allocated transaction as described in the previous section, Section 2 - Option 1, basic edits (Ext Ref, Description).
• Edit the allocated transaction as described in this section, Section 3 - Option 1 (Date, GL Account Number, and BI Code).
• For the most edits, unallocate the transaction as described in this section, Option 2, and then edit it as for a posted transaction (option 2, previous section).

Option One: Editing Allocated Transactions 

1. Go to GL > Transaction Browser. 
   
2. Find the transaction and click Edit.
3. Click the pencil icon in the line you want to edit. This will open the Edit Invoice tab.
4. In the Edit Invoice tab, you can edit the Date, GL Account Number, and BI Code. To see the original document, click the Invoice Number. When finished, click Process edits.

Option Two: Unallocate a Transaction

1. To unallocate the transaction, go to the View Allocations tab and click Unallocate. This button will be greyed out if allocations are not possible.
2. Now edit it as for a posted transaction (option 2, previous section).
   

Viewing the Change Log

Edited transactions are flagged with a blue icon. Click on it to open the Change Log where you can view details.

For auditing purposes, a spreadsheet record is attached to the Invoice via the Document Manager (upper-right corner).

Impact of cancelling on PO and PIs

For purchase transactions, cancelling will impact the following:

• Approval: 
  • Only rejected or pending approval invoices can be cancelled. 
  • If the invoice has been automatically approved by matching with a PO, the cancel option will be unavailable.
  • If an invoice that is waiting for approval is cancelled, the approver will be notified that the invoice does not require approval anymore.
• PO Invoice: Cancelling a PO Invoice will unlink the Order from the Invoice to allow the Order to be invoiced again.

Cancelling an Unposted Transaction

If a quote, order, note, or invoice is in an unposted state:

1. Go to the relevant AR or AP listing grid and find the transaction. 
   
2. Under Actions, select Cancel Quote, Cancel Order, Cancel Note, or Cancel Invoice as relevant.  
   Alternatively, open the transaction and click on the Cancel button.

Most transaction types can be reversed via the Transaction Browser. 

Accounts impacted by a reversal

The reversal process creates a transaction with a cancelling effect, for example a PN to reverse a PI. The following are impacted in the reversal process:

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

Compatible Transactions

• Status: Posted and unallocated. If the transaction is allocated, then you must first unallocate it as described in Section 3.
• Transaction Types: Most types can be reversed. Note the following exceptions:
  • YC, YD: If the year is reopened, new Year end journals will be automatically posted when it is closed again.
  • DS, DP: Discounts are automatically reversed when the payment and invoice are unallocated.
  • FX revaluation journals: FX journals will be reversed automatically when the user reruns the FX journal for the same financial period.
  • PR: Payment Receipts are a reversal of a Purchase payment rather than an independent transaction.
  • SX: Sales Currency Fluctuations will be reversed when an invoice and payment are unallocated.
  • PX: Purchase Currency Fluctuations will be reversed when an invoice and payment are unallocated.
  • PP: Purchase Payments will be reversed when an invoice and payment are unallocated.
  • GA: General Accruals can be edited but not reversed. 
  • GP: General Prepayments can be edited but not reversed.

Reversing Transactions via the Transaction Browser

1. Go to GL > Transaction Browser. 
   
2. Find the transaction and click on Edit.
3. Click Reverse. 
   

A reversing transaction will be created with Reversal in the External Reference field. 

Option One: Reversing Posted Item Invoices using Auto Credit / Auto Debit 

1. Go to AR > Item Invoices or AP > Item Invoices.
   
   
2. In the grid, find the Invoice.
3. Go to Actions > Auto Debit or Auto Credit depending on the transaction type selected.
   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 (SN) or Debit Note (PN) that matches the Item Invoice and its line Items and is automatically allocated to the original Invoice.

In the Invoices grid the Debit/Credit Note will appear with the same reference as the invoice but prefixed with ‘Debit’ / ‘Credit.’ 

Option Two: Amending a Duplicated Item Invoice 

1. Open the transaction in the relevant grid.
2. Click Duplicate and in the duplicate enter a new Invoice Number.
3. Save the duplicate invoice (do not post it yet) and amend as needed. 
4. Auto-Debit or Auto-Credit the original transaction (as described in section 7).
5. Post the amended duplicate transaction.

Option Three: Reversing Posted Batch Invoices

1. Go to AR > Batch Invoices or AP > Batch Invoices. 
   
   
2. In the grid, find the relevant Batch Invoice.
3. In the Actions dropdown, select Reverse.
   Alternatively, click on the Batch Reference to open Transaction Details and click Reverse.
4. Next, you must enter a reason for reversing the batch invoice, then click OK to create a Reversal Transaction. 

In the listing grid, the transaction will be prefixed with “Reverse” in the External Reference column.

To reverse a purchase payment made via bulk payment or Payment & Allocation, you need to unallocate the payment from the invoice and then edit the amount of the payment to 0. It is then possible to unallocate selected suppliers from the bulk payment and rerun the updated payment file to exclude that supplier before loading it to the bank.

Compatible Transactions

Status: Bulk Payments can have a status of ‘Processed’ but not ‘Complete.’ 

Reverse a Purchase Payment

1. Go to GL > Transaction Browser.
   
2. Find the PP transaction and click on Edit.
3. In the View Allocations tab, click Unallocate.
4. In the Details tab, click on the pencil icon and change amount paid to 0.
5. Click Process Edits.
   

Viewing the Change Log

A blue flag will appear next to this line in the Transaction Browser after the edit has been processed, so you can track which line has been updated after being posted. Click on it to view the Change Log.
The Change Log tab will keep track of any changes made.