How to amend or delete a transaction

Due to changes with Making Tax Digital coming into effect in April 2019 we have made amendments to the software whereby you are no longer able to amend an invoice, purchase, bank transaction, or journal entry that has previously been submitted on a VAT return to HMRC.

If you have made a mistake, or wish to change the information on a transaction then this will need to be reversed within the software in order for the correction to appear on the next VAT return. Below is the guidance we are advising in order to help you make these amendments.

Amending a sales invoice or purchase order

You are able to edit the Purchase Order number, the due date, the Project, the description of the line item, nominal code and the automatic credit control settings. If you need to edit anything else you will need to follow the steps below.

You will need to follow the below steps to amend and recreate a invoice or purchase order:

  • You will need to create a credit note of the original invoice or purchase order. The easiest way to do this would be to go into that document and select “Copy” at the top of the screen. You will then need to alter the values to show as a minus figure.
  • You can then create the invoice/PO again with the correct information, for speed you may wish to copy the original invoice again and make the amendments as needed.
  • If the original incorrect invoice is unpaid, you can then open the invoice and select “Apply Credit” at the bottom of the screen. By clicking this you will be able to assign the credit note to this invoice so that neither documents are showing as unpaid.
  • If the original incorrect invoice is paid, then you will need to open the newly created invoice to apply the credit note.

Please Note: If it is only the nominal code that you wish to change because this is incorrect then you will be able to edit the original invoice without needing to create a new one.

Amending a journal

If you wish to amend a journal entry, you will need to reverse this by opening up the journal transaction and select “Reverse this Journal” and follow the steps on screen. You will then be able to re-create the journal with the correct information.

Alternatively, you can create a new journal containing the differences you wish to amend.

Amending a bank transaction

If you wish to amend a bank transaction you will need to create another transaction at the same date but reverse the direction of the money. For example, if you had a “Money Out” bank transaction of £50 for nominal code “Other”, to reverse this you would need to create a bank transaction for “Money In” also for £50 with the nominal code of “Other”.

You will then create a new “Money Out” transaction containing the correct information.

Please Note: If the item contains VAT then you would need to reverse this by creating a journal to reduce the value in the correct VAT code.

Deleting a transaction

If you are wishing to delete a transaction that has appeared on a VAT return, the software will advise you that a credit note will need to be created in order to correct this.  When you say “OK” to that message, the software will automatically create the credit note for you.

If the invoice you are trying to delete has already been paid, you may then need to apply a refund payment to the credit note by opening up the credit note and click “Add Payment” at the bottom of the screen.

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