Corrections on the money-out side

What this does

Every record on the money-out side has a defined way back, and they differ. This page is the map.

Checks and card transactions

Edit in place from the account register: amount, payee or vendor, category lines, memo, reference, date, with a required reason logged to the audit trail. Owner or General Manager. Refused once the line is cleared in a completed reconciliation. See Editing and voiding posted transactions.

Void posts a reversing entry dated the original transaction and marks it Void. A check void is Owner only; a card void is Owner or General Manager. If the transaction paid bills, the void deletes those bill payments and reopens the bills for the amounts.

Bills

Draft bills can be deleted outright; nothing was posted.

Approved, pending, or partial bills can be voided from the bill page, which reverses the accrual (Dr AP / Cr expense) if one was posted. A bill with any payment recorded refuses to void: "Reverse the payment(s) before voiding." Void the check or card transaction that paid it first.

A paid bill can't be voided. Its correction is a journal entry.

To change a bill's account or amount, void and re-enter it if unpaid.

Bill payments

Every bill payment can be voided, from the row menu on the bill's Payment History or from the account register. Owner or General Manager.

A payment made by check or card — from the Checks or Credit Cards screen, from the bill page, or from a pay run — is a transaction, and voids as one: the reversing entry is dated to the transaction, the payment is removed and the bill reopens for the amount. The bill page opens the same dialog the register does, so it doesn't matter where you start.

A cash payment has no transaction behind it (there's no cash account to hang one on). It voids on its own: the entry reverses, dated to the payment, and the bill reopens. A payment that's part of a completed reconciliation is refused — un-reconcile it first. So is one in a locked period.

Amount and date can't be edited on a cash payment. Void it and record it again.

Vendor credits

Void reverses every application and reopens the bills. No ledger effect either way.

Purchase orders

Void cancels. No ledger effect. A bill already created from the PO is corrected as a bill.

Vendors

Deactivate rather than delete; delete is refused while anything references the vendor. Merge duplicates from Review duplicates.

Common problems

I voided a check and the bill still shows paid. The check's bill line pointed at a different bill, or the payment was recorded from the bill page separately. Check the bill's Payment History for what's actually recorded against it.

The period is locked. Every edit, void, and reversal dated inside the lock is refused. Date the correction in the open period, or use a timed override. See Period locking.

I need to move an expense to a different account after the bill was paid. Journal entry: Dr the right expense / Cr the wrong one, dated today, with the bill number in the memo.