Why I Can’t Edit Manual Accounting Entries

Why You Cannot Edit Manual Accounting Entries

In some cases, the system does not allow editing manual accounting entries and the edit or delete icon does not appear next to it. The reason depends on the type of entry or user permissions.

Cases Where Entries Cannot Be Edited

1) Opening Entry for Products

• Cannot be edited

• Solution:

  • Delete the entry

  • Then re-enter it with the correct values

2) Opening Entry for Fixed Assets

• Cannot be edited

• Solution:

  • Delete the entry

  • Then re-enter it again

3) One of the Accounts Used in the Entry is Archived

• When an account used in the entry is archived:

  • The edit and delete icons for the entry disappear

• Solution:

  1. Go to Chart of Accounts

  2. Enter the Archive

  3. Restore the archived account

  4. After restoration, the edit and delete icons for the entry will appear

4) User Does Not Have Permission

• The edit icon may not appear due to insufficient permissions

Solution:

1. Go to Settings

2. Select Users

3. Enter Role Management

4. Edit the user’s role

5. Enable permission:

   • Edit Accounting Entries.

5) Entry Saved with Deferral (Deferral Templates)

• When saving the manual entry with the “Save with Deferral” option, the edit and delete buttons do not appear next to the entry.

• Reason: The system automatically distributes the entry across future periods, and editing it would affect all related distribution entries.

• To delete the entry permanently: Requires a technical request (cannot be deleted manually from the system).

• To identify the entry: Go to Reports, then select the Deferral Transaction Summary report. It will show you the deferral transactions and their related entries. The entry number will appear in the document number with letters followed by the entry number.

To Permanently Delete Deferral Entries

Deleting entries saved with deferral requires a technical request. Ask the customer to provide the following:

1. Provide the entry numbers to be deleted.

2. Provide the facility number and name (from Settings > Subscription Settings).

3. Add an entry support user within the system (Settings > Users > Add Support User).

After receiving all the data, escalate the conversation to a staff member to submit the technical request.

Execution Time

1 to 3 business days

Editing Manual Accounting Entries

First: When Can You Edit an Entry?

You can edit a manual accounting entry only if the system allows it (based on the entry type and user permissions).

Second: How to Edit an Entry

To edit accounting entry data such as:

• Date

• Accounts

• Debit and credit amounts

• Description

• Location

• Comments

Follow these steps:

1. Go to Accounting

2. Select Manual Accounting Entries

3. A list of entries will appear

4. If editing is available, an “Edit” option will appear next to the entry

5. Click Edit

6. Edit the required data

7. Click Save

Third: Editing Cost Center / Project

1) Line-Level Editing

1. Go to Manual Accounting Entries

2. Click “View” for the entry from the options shown next to it

3. Inside the entry, click the circular icon next to the line

4. Edit the required data

⚠️ Important Notes:

• You can change the project to another project

• You cannot delete the project entirely from the line

• You can edit or delete custom fields at the line level

2) Entry-Level Editing

1. Go to Manual Accounting Entries

2. Click “View” for the entry from the options shown next to it

3. Click Additional Information

4. You can:

   • Edit the project linked to the entry

   • Delete the project entirely by clicking the icon

   • Edit custom fields

5. Click Save

Important Notes

• If the “Edit” option does not appear, it means the entry cannot be edited

Very Important Note When Editing an Entry:

When editing a manual accounting entry linked to:

• A contact (customer / supplier)

• An employee

• A tax

The ability to edit the cost center (project, custom field) for the entry is available for all accounting entries, where

you must re-select the contact before saving the edit, such as:

• Selecting the customer or supplier name

• Or selecting the employee name

• Or specifying the tax linked to the entry

If you do not select a contact, the system will not allow you to complete the edit.

Important Note:

The ability to edit the cost center (project, custom field) for manual accounting entries is available for all accounting entries. If you want to change the associated cost center, you can edit it at any time. The edit applies to the same saved entry and does not create a new entry.

To edit at the line level: Go to the manual entries list, and next to the entry you want to edit, click View. After entering the entry, you will find the circular icon next to each line. Click on it and make the desired edit. It is important to note here that:

For the project added at the line level, you can edit it and change it to another project, but you cannot delete it entirely from the line. If you want to remove the project link permanently from a specific line, this is not available at the line level.

The custom field at the line level, however, is more flexible, as you can edit or delete it as needed.

To edit at the entry level: From within the entry view, click Additional Information. From there you can edit the project linked to the entire entry, and you can also delete it permanently by clicking the icon that appears next to the project name. You can also edit the custom field at the entry level and then save the changes.

Frequently Asked Questions (Keywords)

• I have a problem; the edit icon does not appear in the entry

• Why can’t I edit the accounting entry?

• The entry has no edit or delete option; what’s the reason?

• When editing an entry, it asks for employee contact information; what is required?

• Why does the system ask for a contact when editing an entry?

• How do I enable the permission to edit entries?