Before starting
You have recorded an entry, but you have made a typing error. No problem, you can edit or delete it.
This article explains how to proceed.
Find a recorded accounting entry
You will have to find the entry you have recorded. For that, two methods are possible.
Method 1: Use search option
Go to the Search menu in the Accounting application. On this page, you can do a search using several criteria, including:
- The type of entry: Revenue, Expenses, Payments, etc.
- Account: filter via the different accounts of your chart of accounts.
- Dates and amounts.
This article will provide you with for more explanations about the search module.
Example: I want to make a search for an accounting entry linked to the "Membership" category between 1 January and 3 May 2022.
Method 2: Search from accounting documents
You can also find all your entries in the accounting documents, namely the Journal or General Ledger.
The entries can be filtered according to date, subcategories from the journal, the relevant accounting category, etc.
Edit an entry
Once you have found the accounting entry/transaction, click on the detail icon (next to the entry), which will allow you to edit the required information.
There are two types of entries :
- Revenues/Expenditures
- Payment entries
Revenue and expenditures entries
For these types of entries, you can edit:
- The description
- The related accounting category
- Date of the purchase
- The amount
- The advanced options: link to a member, etc.
For more information on how to record an entry, you can consult this article.
Payment entries
The process is similar to editing the payment details. You can then :
- Indicate whether the payment has been received or not.
- Change the date, amount, payment method, and bank account.
Cases where the modification is not possible
It is not always possible to edit an accounting entry. Indeed, some restrictions have been set up to ensure the conformity of your bookings.
The entry belongs to a closed fiscal year
If your financial year is closed, the balance will be carried forward to the following year.
For instance, an edited entry may bring discrepancies in your accounting records, which explains/leads to these restrictions.
However, you will be able to modify the accounting entry after having canceled the financial year-end. Then, you will only need to close your accounting period to reflect these changes across all the operations. For more information, please see this article.
The entry has been generated automatically
In order to save time and to manage your accounting easily, some entries/bookings are issued automatically.
When closing a financial year, balance carried forward entries are generated to carry forward the balance of the main accounting categories to the following year. Balances carried forward are generated. In order to avoid discrepancies, these entries cannot be modified. For more information, refer to this article.
The entry is linked to a transaction
Similarly, an entry related to a transaction (membership, donation or purchase via online store or events) will not always be editable.
- Offline payment: you can modify the payment information in the posting and edit some fields from the transaction. The amount of the receipt cannot be modified.
- Online payment: the entries for which the payment is collected on the online account (credit/debit cards/ direct debit) are automatically generated once a month and cannot be modified.
Delete an entry
How to delete an entry
You notice that an entry has been entered twice or is no longer necessary: you can then delete it in two different ways:
- Delete the payment entry: by clicking on Edit then Delete
- Delete the 2 entries: by clicking on the Delete All button.
By clicking on the Delete Expenditure/Revenue Entry button, you will delete the expense/receipt entry and the payment entry.
Be careful, if you delete a payment entry, it will cancel:
- The check remittance, of which the payment entry is a part
Cases where the deletion is not possible
The entry belongs to a closed fiscal year
As in the case of a modification, the accounting closing must first be canceled before an entry can be deleted.
The entry has been generated automatically
Also, balance carried forward entries cannot be deleted.
If the entry is linked to a transaction, the deletion will be done directly from the transaction detail page. To do this, click on Delete All.
A receipt or invoice has been issued
In order to ensure the validity of the receipts issued, the entries related to the transaction in question cannot be deleted. This is a block put in place to guarantee the reliability of your accounting.
In this case, clicking on Delete All will result in the creation of a credit note in order to cancel the entry in the accounting.
To go further
Want to go further with your entries? Consult the following articles:
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