Question asked by jacqueline 10 years ago
I had a couple of months where everyone was down under cost of sales and I need to go back in and split it down into parking, mileage, phone etc. Tried to click amend and it doesn't give me the option to click and add an item. Its all paid and approved now and the total is correct, I just need to input the detail. Any ideas please?
You'll have to delete the payments and then void the bill that was created, that way the expense claims will fall back into the unapproved queue at which point they can be amended as you wish.
You can then re-approve and re-pay the bill.
A tad long-winded of course but it'll achieve your goal.
You could alternatively create a few journals but unless you're comfortable with debits and credits I wouldn't risk it.
Best answerThats Great Kevin thanks. So that will not affect my bank reconciliation then as suppose the re-pay date will be the original date I paid the expenses . Suppose it changes all the EX and PUR numbers that were originally allocated to the invoices that went with those.
I mean when I enter the payment date, I enter the original date from last year.
If the bank payment has already been rec'd, the system will throw up a warning msg saying it first needs to be unrec'd before you can proceed (which is just a click of a button as a safeguard)
Once you re-enter the payments later (same date/amount as you say), you'll just need to re-rec as normal. If the payments originally came in via a bank import (automatic or csv) they'll fall back to the import screen to be explained again.
The EXP number will remain the same but the PUR will very possibly change (unless the system dips back in to pick up on the now vacant number). It doesn't really matter though, just keep a record of your reasoning for voiding the PUR in the first place if it really worries you.
Hi Jacqueline and Kevin,
There is another option for you to try Jacqueline. At the end of the old approved expense claim you will see there is a manage option. If you go here you will find 'Make a Copy'. This will create an editable duplicate of the original claim which you can modify as required. It won't however overwrite or replace the original claim you are using as the base.
I hope that this helps,
Chris
That's handy to know. So you'd go into the EXP, copy it, make the edits then click save where it'll go into the approval queue.
You'd then just need to delete the original payment, PUR and EXP?
I suppose the only issue with any of this is if it's already inside a VAT return. If that were the case, journals would be needed.
Very true Kevin!
Saying that, the copy function won't bring across the attached payment. So, unless you want to delete the original you won't have to worry. It will automatically give it its own invoice number too.
You must 