When the buttons are available
| Voucher | Edit stops when | Delete stops when |
|---|---|---|
| Receipt, payment, contra | It is approved (where approval is on), it is reconciled with the bank, or its year is locked | It is reconciled or its year is locked. An approved voucher is not deleted |
| Journal | It is approved (where approval is on), it was made by payroll, or its year is locked. A branch transfer journal is edited from its own tab (Move ledger balances between branches) | It was made by payroll, or its year is locked. An approved journal is not deleted |
| Credit note, debit note | It is approved (where approval is on), or its year is locked | Its year is locked. An approved note is not deleted |
| Cheque, provisional cash | It is approved (where approval is on), deposited or cancelled, or its year is locked | It is deposited (for a cheque, cancel the deposit first: Record and deposit cheques), or its year is locked. An approved entry is not deleted |
"Approved" stops Edit only while your company has approval switched on for that kind (Approvals for purchases and vouchers). A voucher dated in a closed year is locked only once the closing is locked (Lock a closed year). A voucher already reconciled with the bank says: "This voucher has already been reconciled and is not editable". Undo the reconciliation first (Reconcile a bank account with its statement).
What editing and deleting do
- Edit takes the voucher's old ledger entries out and writes the new ones in one step. Each ledger's balance follows. The voucher keeps its number and its date unless you change the date.
- Delete takes the voucher's ledger entries out for good and cannot be undone. The voucher's number is used up.
- Editing the date to a day before the fiscal year starts is refused.
- A receipt or payment made against an invoice changes that invoice's Due amount when you edit or delete it: the amount comes back, or goes away (What clears what in the customer's account, Pay a supplier and what clears what).
Common questions
I entered the wrong ledger on a payment.
Edit the payment and choose the right ledger, if it is not approved or reconciled. Otherwise make a journal voucher that moves the amount.
The payment was a cheque that bounced.
If you entered it as a cheque and deposited it, cancel the deposit (Record and deposit cheques). Otherwise delete the payment. An approved or reconciled payment is corrected with a journal voucher that puts the amount back on the supplier's account and takes it out of the bank.
The Edit button is grey but the voucher is not approved.
It is reconciled, its year is locked, or your role cannot change vouchers.
I deleted a voucher by mistake.
It cannot be brought back. Enter it again.