Editing and Deleting Transactions

AccuArk allows authorized users to modify or remove transactions while maintaining a complete audit trail of every change. This guide covers the process and restrictions.

Editing a Transaction

To edit an existing transaction:

1. Open the Account Transactions view for the relevant account
2. Double-click the transaction you want to edit, or right-click and select Open Transaction
3. The transaction form opens with the current values
4. Make your changes (amount, date, description, payee, etc.)
5. Click Save

You need the FIN_EDIT_TRANSACTION permission to edit transactions.

What Gets Recorded in the Audit Trail

Every edit creates a detailed audit entry that records:

• Timestamp — When the change was made
• User — Who made the change
• Action — Modified
• Field Name — Which field was changed (for example, debit_amount, description)
• Old Value — The value before the change
• New Value — The value after the change

If multiple fields are changed in a single save, each field change is recorded as a separate audit entry.

Deleting a Transaction

To delete a transaction:

1. Open the Account Transactions view
2. Right-click the transaction and select Delete Transaction
3. A confirmation dialog appears asking you to verify the deletion
4. Click Yes to proceed

You need the FIN_DELETE_TRANSACTION permission to delete transactions.

Deleted transactions are removed from the active ledger, but the audit trail entry remains, recording that the transaction was deleted, by whom, and when.

Restrictions

System-Generated Transactions

Transactions created automatically by the system (invoice payments, bill payments, recurring journal entries) appear highlighted in yellow in the grid. These transactions cannot be edited or deleted directly. To correct a system-generated transaction, create an adjusting journal entry that reverses the original and records the correct amounts.

Closed Periods

Transactions that fall within a closed or locked accounting period cannot be edited or deleted. If you need to make corrections to a closed period:

• For Closed periods — An administrator can reopen the period, make the change, and close it again
• For Locked periods — The period cannot be reopened. Create an adjusting entry in an open period instead

Balance Enforcement

When editing a transaction, the debit amount must still equal the credit amount after the change. AccuArk will not allow you to save an unbalanced transaction.

Tips

• Prefer adjusting entries over deletions — In accounting, it is generally better to create a reversing journal entry than to delete a transaction. This preserves the complete history of what happened.
• Review the audit trail — Before editing, check the audit history to understand the transaction's full history. Right-click the transaction and select Audit History.
• Communicate changes — If you edit a transaction that someone else created, let them know so they are not surprised when they review the account.