Correcting Transactions

In the program you can easily correct Transactions in a legal manner.


You may not alter an entry in your Ledger just any way you want to. A correction of a Transaction means that you create a new Transaction, which also cancels the old one. The altered Transaction should be marked that it has been cancelled.

When a Transaction is open for data entry, the Operations menu is available in the menu bar, allowing you to make several types of corrections after the Transaction has been entered.

Assume that you have entered the wrong VAT percentage, and that you find out only after entering the Transaction.

  1. Highlight the Transaction containing the error in the 'Transactions: Browse' window and click [Duplicate].

    This creates a copy of the faulty Transaction. First you want to remove the error.

  2. Select 'Swap Debit & Credit' from the Operations menu. This takes the existing Transaction rows and reverses them (what were Credit amounts become Debits). This action thus cancels out the original, erroneous, Transaction.

  3. Then select 'Correction Mark' from the same menu. This will add a new line where you can enter a cross reference to the Transaction containing the error. Note: do not save the Transaction before selecting 'Correction Mark'.

  1. Enter the journal number of the transaction to be corrected, including the financial year prefix, and then on the following rows make new, correct, entries as in the illustration above. Click [Save] when you have finished.

    The new Transaction is saved, and the old Transaction is marked as corrected automatically, as shown in the following picture:

A second method that you can use to correct mistakes emulates that used in manual ledgers, where errors are often corrected or eliminated by striking a line (sometimes in red ink) across the entry. A note is made with the initials of the accountant, and a corrected entry is made with the next unused journal number.
  1. In the 'Transactions: Browse' window, find and double-click the old Transaction you want to change. Select 'Update Mark' from the Operations menu. A new line is added in the Transaction, showing your initials and the original date of the Transaction.

  2. You will now want to cancel - draw a (red) line across - the faulty row. Highlight the row by clicking the number to the left of the row. Press the Backspace key to draw the correction line across the row. Then you can enter the correct information. Save in the normal way.

  1. If the error is in the header area of the Transaction (i.e., the Transaction Date is wrong), you can again use the 'Update Mark' function to make the correction. Select the function and change the date as appropriate. There is no need to use the 'Update Mark' function to change the Text or the Reference.
If you are using the Use Preliminary Transactions option (set in Transaction Settings), you can freely modify any Transaction whose Transaction Date falls within a month that has not been closed. There is no need to use the 'Update Mark' or 'Correction Mark' functions in this circumstance, since postings are not considered to be final until the month has been closed. If you attempt to use the 'Update Mark' function in a preliminary Transaction, pressing the Backspace key will not draw the correction line across the selected row but instead will remove the row altogether. To close a month, use the Locking setting in the System module.

If you discover an error in a Transaction that falls within a closed month, you cannot correct it using 'Update Mark'. This is because 'Update Mark' modifies the Transaction and attempts to save it using the original Transaction Date. This falls in a period when modifications are not permitted. Therefore, the only way you can correct such a Transaction is by using the 'Correction Mark' function to create a new, correcting, Transaction whose Transaction Date must fall within an open month.