Edit voucher draft

Use this page to change a voucher that is still a Draft: its date, reference, narration, lines or bill allocations. When it is right, save it again or post it straight away. Posted vouchers can't be edited; they are corrected by reversal.

Where to find it

Click Edit on the Voucher page, or the pencil icon on a draft in the Vouchers list.

You need the Edit permission on Vouchers. In the default roles that is the Administrator, Finance Lead and Accountant. Without it the page shows "No access" and "You do not have permission to view voucher editing. Ask your administrator." The page also reads the voucher's books, which needs the View permission on Books.

Before you start

The voucher must be a Draft. If it has been posted, reversed or cancelled, the page shows "A <status> voucher cannot be edited. Post a reversal instead." with an Open the voucher link. If the voucher can't be found, the page is titled "Edit voucher" and shows the error with a Back to vouchers link.

What you see

The same form as New voucher, filled in with the draft:

• The title reads "Edit <type name> draft", with the breadcrumb Vouchers > Edit draft and a grey badge naming the books.
• Voucher type is fixed, with the hint "Fixed for an existing draft." To change the type, cancel or delete the draft and create a new one.
• Date, Reference no., Reference date, Project, Booking and Narration carry the draft's values.
• The Lines card shows every line with its side, ledger, amount, cost centre, narration and bill allocations, and the running totals with Balanced or "Difference <amount> more debit" (or "more credit").

When the books are inactive the page warns "These books are inactive; a draft can be saved but not posted."

The fields, their limits and their messages are the same as on New voucher.

What you can do

Add line, Remove line and allocations

Work as on New voucher: Add line adds a line at the top with the amount that would balance the voucher, the trash icon removes a line (not the last one), and Edit allocations opens the bill allocations of a bill-wise line.

Save draft

Saves your changes and returns to the voucher, with the message "Draft saved." The saved lines replace the old ones. The fiscal year and period follow the date, so changing the date can move the draft into another period.

• Who: anyone with the Edit permission on Vouchers.
• If it's refused: the reason shows at the top of the form, for example "No fiscal year covers that date. Open the next fiscal year under Books first." or "Account <code> <name> is retired". If the voucher was posted in the meantime: "A <status> voucher cannot be edited; post a reversal instead".

Save and post

Saves your changes and posts the voucher in one step, with the message "Voucher <no> posted."

• Who: anyone with the Post permission on Vouchers (in the default roles, the Administrator and the Finance Lead). Without it, or when the books are inactive, the button isn't shown.
• When it's greyed out: until debits equal credits. Hover reason: "Debits and credits must be equal to post".
• If the post is refused: your changes are kept. You see "Draft saved, but posting failed: <reason>" and the draft opens. The reasons are listed under Post on the Voucher page.

Cancel

In the header and at the foot of the form. Returns to the Voucher without saving your changes.

Statuses

The voucher stays a Draft after Save draft. Save and post makes it Posted.

Things to know

• Only drafts can change. Once a voucher is posted, it is part of the ledger and reports that others may already rely on. To correct it, reverse it on the Voucher page and enter a new one. A cancelled draft can't be edited or reversed; create a new voucher instead.
• Saving doesn't check locks. A draft can be saved in a locked period or closed year, and in inactive books, but it can't be posted there.
• Nobody is told when you save. If a colleague posts your drafts, let them know it is ready.

Related

• New voucher
• Voucher
• Vouchers
• Fiscal years