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.

See:

Transaction Browser (11.3) - AIQ Academy

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 Sales or Purchases listings and open the transaction by clicking on its code. 
2. Double-click in any of the fields to amend the header 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. 
   • Due Date: If you updated the Transaction Date, the Due Date will automatically update based on the terms set in the customer or supplier master record. If you amend the Due Date, it must be later than the Transaction Date.
   • 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 General Ledger > Actions > Transaction Browser.
    
2. Here you can edit the Description and Ext. Ref. fields by double-clicking in them. 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 General Ledger > Actions > 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. This will display the editable fields in either the Details tab or in the case of Sales Invoices, Sales Notes, Purchase Invoices, or Purchase Notes, the Edit Invoice tab.
4. Next, edit as required. If you make any amendments in error, use the blue arrows to undo them. The available fields will depend both on transaction type and status:
   • The following can be edited even if they appear on a saved (but unsubmitted) VAT Return, bank reconciliation, or have been allocated:
     • Due Date (Invoices only): This cannot be edited to be earlier than the Tran Date. This can be edited for invoices from closed periods.
     • Forecasted payment Date
     • Tran Date: The transaction date can be amended on the Control Account line and the other transaction lines will inherit the update. It must be earlier than the Due Date. This can be edited for invoices from closed periods but may impact the reporting period the invoice is posted to.
     • GL Account: Only the Revenue or Expense accounts can be updated, not the associated Control Accounts. If the updated GL Account requires a BI Code, this must also be updated. 
     • BI Code: This will only be available for editing if the PO, PI, or PN is not linked to a BI Code based approval workflow.
   • The following will only be available for transactions that are unallocated, and not included on a VAT Return or bank reconciliation:
     • Customer / Supplier Account: It is not possible to update the customer or supplier if the transaction number already exists for that account and transaction type. Changing a customer or supplier account to one in a different currency is not permitted for SR / SP / PR / PP. For other types, the change is allowed with a warning and forces a hardcoded placeholder FX of 1.5. 
     • Amt and BC Amt: Updating these will amend the associated GL Postings. It is not possible to change amounts from positive to negative and vice versa. If BC Amt - Amt / FX >= 0.02, the system will not allow the edit.
     • FX: This can be edited for foreign currency transactions. Editing the FX on a control line recalculates the BC Amt on related lines depending on transaction type, and results in one FX rate per transaction record. For payments and receipts, the FX on allocated transactions can also be updated.
     • 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. 

5. When finished, click Process Edits. 

Note: Accessing Multi-line Invoices in the Transaction Browser

Item Invoices: Item Invoice Lines are created, or amended to have, common GL and BI Codes will merge into one Line in the Transaction Browser:

To access merged lines for editing, click the pencil icon:

Batch Invoices: For Batch Invoices, if lines have matching supplier, date, and ref, they will be presented as one summary line. Click Edit to access all lines:

 

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. 

Editing Allocated Transactions

If a transaction is allocated, the following can be edited as described in Section 2 - Option 2; Tran Date, Due Date, GL Code, BI Code, and in the case of receipts and payments, the exchange rate. 

Only unallocated transactions can have edits to the following; Customer / Supplier Account, Amount, FX, and Tax. To edit these, unallocate the transaction as described in this section.

Amending Allocations

If transactions were allocated incorrectly, unallocate them using the Transaction Browser. Then they can be reallocated in either Purchase Payments and Allocations or Sales Receipts and Allocations. Note, the following for base versus foreign currency accounts:

• Base Currency Accounts: For base currency customer and supplier, transactions can be unallocated and reallocated in both open and closed periods. This will not cause the period to be opened. In addition, all period-end integrity is maintained with no journal values, trial balance, or period totals being altered. The audit trails captures all allocation, re-allocation, and unallocation actions.
• Foreign Currency Accounts: For foreign currency customers, only transactions in open periods can be unallocated. This is because the related FX gain/loss journal (SX / PX) would lie in a closed period. The period must be open or re-opened to perform this action.

In both cases, the period must be opened if edits beyond updates to Description, Ext Ref, Invoice Date and Due Date are required.

Unallocating a Transaction in the Transaction Browser

1. Go to General Ledger > Actions > Transaction Browser.
    
2. Find the transaction and click Edit.
3. Go to the View Allocations tab and click Unallocate. This button will be greyed out if this is not possible.
4. Now edit it as for a posted transaction (see Section 2 above).
   

Viewing the Change Log

Edited transactions are flagged with a blue icon in the Transaction Browser. 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).

Cancelling an Unposted Transaction

1. Go to the relevant Sales or Purchases 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.

Incompatible Transactions Types

Most transaction types can be reversed via the Transaction Browser. Note the following incompatible transactions:

Journals:

• YC, YD (Year end): If the year is reopened, new Year-end journals will be automatically posted when it is closed again.
• Trial Balance Import: If a new Trial Balance has been imported using the Trial Balance and Banks Data Importer, the opening balances will appear as a single-line GC or GD which makes that transaction not editable. 
• FX revaluation journals: FX journals will be reversed automatically when the user reruns the FX journal for the same financial period.
• Deferred Revenue Journals: For more details on amendments to Deferred Revenue journals, see Managing General Ledger Deferred Revenue.
• GA: General Accruals can be edited but not reversed. Instead, unlink any connected transactions in the Linked Transactions tab.
• GP: General Prepayments can be edited but not reversed. Instead, unlink any connected transactions in the Linked Transactions tab.

Sales and Purchases Transactions:

• SX, PX: Currency Fluctuations will be reversed when an invoice and payment are unallocated.
• PP: Purchase Payments will be reversed automatically when an invoice and payment are unallocated.
• PR: Payment Receipts are a reversal of a Purchase payment rather than an independent transaction.
• DS, DP: Discounts are automatically reversed when the payment and invoice are unallocated.

Linked Transactions

• Foreign Currency Allocations:  If the transaction is in foreign currency, unallocate it first as described in Section 3. If the FX transaction is in a closed period, the period must be opened first. In contrast, reversing base currency transactions automatically unallocates them.
• Closed-periods: Open the period first before reversing.
• Bank-reconciliations: Unmatch the transaction if it is on an open bank reconciliation. If the bank has been reconciled, unreconcile it.
• Lodgement Reference: Receipts grouped via a lodgement reference must be ungrouped via the Bank Reconciliation screen before they are available for individual edits. See Manual Bank Reconciliation.
• VAT Return: If a VAT Return is still open, the transaction can be removed. However, once submitted, no edits or reversals are permitted.
• Product-related: Transactions carrying products impact stock and cannot be reversed.

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

Reversing Transactions via the Transaction Browser

1. Go to General Ledger > Actions > Transaction Browser.
   
2. Find the transaction and click on Edit.
3. Click Reverse. 
   
   A reversing transaction will be created with the prefix ‘Reversal’ in the Int No, External Reference and Description fields:

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

1. Go to Sales > Item Invoices or Purchases > Item Invoices.
2. In the grid, find the Invoice and 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.
   
3. 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 in all details 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. In the Actions dropdown, select Duplicate or open the transaction.
   
2. Enter a new Invoice Number for the duplicate, amend it as needed and save it (do not post it yet). 
3. Auto-Debit or Auto-Credit the original transaction (as described in Option 1 above).
4. Post the amended duplicate transaction.

Option Three: Reversing Posted Batch Invoices

The same method can be used for Batch Credit Notes, with the reversing transaction being an Invoice.

1. Go to Sales > Batch Invoices or Purchases > 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, enter a reason for reversing the batch invoice, then click OK to create a Reversal Transaction. 

In the listing grid, the reversing transaction will be prefixed with “Reverse” in the External Reference, Description, and Int No columns.

Compatible Transactions

The screen a purchase payment was created from determines how it can be reversed:

• Payments & Allocations: Unallocate any invoices and then reverse (see Section 5).
• Bulk Payments (described below): Edit the value to zero in the Transaction Browser instead of reversing it to avoid the bulk payment getting stuck in the original state. This will automatically unallocate the payment. Note that for PP in open periods only, this unallocation may trigger a SX / PX reversal. Only Bulk Payments with a status of ‘Processed’ but not ‘Complete' or ‘Unprocessed’ are available for this edit. When finished, you can rerun the bank payment file with that supplier excluded before uploading it to the bank.

Reverse a Purchase Payment included in a Bulk Payment

1. Go to General Ledger > Actions > 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. Note, the GL Account field cannot be edited for Purchase Payments.
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.