Overview
Transactions affect balances, stock, tax, reports, and audit history. For that reason, QBM does not treat every correction as a simple delete. The safest correction depends on the transaction type, whether it has been used by another record, and whether the accounting period is still open.
Support note: If the user sees a message that the record is in use, advise them to review linked transactions instead of repeatedly trying to delete.
What Each Action Means
| Action | Meaning | Typical Result |
|---|---|---|
| Edit | Changes the existing transaction. | Used for small corrections when the period is open and security allows editing. |
| Delete | Removes a record where QBM allows removal. | Usually allowed only when the record is not used by another transaction and the user has permission. |
| Void | Keeps the document reference but cancels its financial or operational effect. | Used when audit trail and document number history should remain visible. |
| Revert | Restores a previously voided or changed document where the form supports it. | Used only when the user intentionally reverses the void/change. |
| Credit Memo / Vendor Credit | Creates a credit against an invoice or bill. | Used when the original invoice remains in history but a customer/vendor credit is needed. |
| Refund | Records money returned to a customer or received from a vendor. | Used when the correction includes actual payment movement. |
| Reverse / Correcting Entry | Creates a separate transaction that offsets the original. | Used when accounting control requires a visible correction instead of editing the original. |
Which Action To Use
| Situation | Recommended Action | Reason |
|---|---|---|
| Wrong description, reference, or non-financial note | Edit | Small corrections are usually easiest to maintain on the original transaction. |
| Wrong customer invoice but customer must retain a credit | Credit Memo or Refund | The correction remains visible and customer balance stays clear. |
| Wrong bill or purchase amount after vendor agreement | Vendor Credit or correcting purchase workflow | Keeps payable history traceable. |
| Document number must remain in audit history | Void | Void preserves the document reference while removing the effect where supported. |
| Record was entered by mistake and has no links | Delete if allowed | Deletion may be acceptable when the transaction is unused and period is open. |
| Closed period or tax-submitted period | Correcting entry or approved adjustment | Closed periods should not be silently changed. |
Why Deletion May Be Blocked
QBM may stop deletion when deleting would damage history or leave another record incomplete.
- The record is used by another transaction.
- The item, customer, vendor, account, or tax code has transaction history.
- The transaction has payments, credits, deposits, printed checks, or bank reconciliation links.
- The transaction affects stock that has already moved again.
- The period is closed or protected by fiscal controls.
- The current user does not have delete permission.
Security Permissions
Deletion and correction are controlled by security groups. The Misc permission called Delete Transactions and Entities controls broad delete ability, but the final result can still be limited by document state, linked records, and business rules.
| Permission / Control | What It Affects | Recommended Policy |
|---|---|---|
| Edit and Change Records | Ability to change existing records where supported. | Allow for supervisors and trained back-office users. |
| Delete Transactions and Entities | Ability to delete records where QBM permits deletion. | Restrict to administrators or senior users. |
| Document-specific permissions | Read, edit, or delete control on certain document types. | Use when individual documents need tighter access. |
| Closing and fiscal controls | Prevents change in protected periods. | Keep enabled for accounting integrity. |
Recommended Workflow
- Identify exactly what is wrong: customer/vendor, date, amount, item, tax, payment, or stock.
- Check whether the transaction has links such as payments, credits, deposits, reconciliation, stock movement, or tax reporting.
- Decide whether edit, void, credit, refund, or correcting entry is the safest option.
- Confirm the user's security permission before attempting the correction.
- If the period is closed, ask accounting before changing anything.
- After correction, review the customer/vendor balance, stock report, tax report, or ledger report affected by the change.