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 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 GL > 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 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. This will display the editable fields in either the Details tab or in the case of Sales Invoices, Sales Notes, 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.
     • 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.
     • 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:
     • Account
     • 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.
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. 

If a transaction is allocated, you can edit it as for a posted transaction (see Section 2). This allows for amendments to Ext Ref, Description (see Section 2 - Option 1), Tran Date, Due Date, GL Code, and BI Code (Section 2 - Option 2)

If you need further edits, such as to Account, Amount, FX, and Tax (Section 2 - Option 2), the transaction must be unallocated first as described here.

Unallocate a Transaction

1. In the Transaction Browser, find the transaction and click Edit.
2. Go to the View Allocations tab and click Unallocate. This button will be greyed out if this is not possible.
3. 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 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 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 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 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 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, 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.

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.