Open, edit or cancel entry

What is this?

When you click a row under Entries, the entry opens in the side panel. Using the icon at the top of the panel, you open it as a full page. You see the status, type, account, category, amount, receipt number, date, counterparty, VAT, the further details, the receipts and who created the entry and when.

A notice at the bottom shows how much longer you can change the further details, or why this is no longer possible.

How to add further details

1. Open Ensembles, choose your choir and go to Cash book > Entries.
2. Click the entry.
3. Click Edit at the bottom. After the first 24 hours or after reconciling, the button is called Edit notes and only changes the notes.
4. Change the category, SKR account, member, cost center, department, sphere, custom fields, notes or the flag.
5. Save.

How to mark an entry as reconciled

Click Mark as reconciled and confirm with Reconcile. This records that the entry matches the bank statement or receipt. After that it can only be cancelled, but you can still add notes.

How to cancel an entry

1. Click Cancel transaction in the open entry or in the row’s ··· menu.
2. Enter a reason. It is required, ideally with a reference to the correct entry.
3. Click Cancel transaction.

Chorilo creates the reversing entry right away. In the list, the amount of both entries is struck through, and below the description you see the reference to the other one. Neither can be changed or cancelled again afterwards, and their receipts are kept.

If the entry lies in a closed period, cancelling and reconciling are locked. In that case, balance out the mistake with a new entry.

Without GoBD protection

If your choir has turned off GoBD protection under Settings > General, the following applies to every entry:

• Edit opens the full form. You can change amount, date, account, type, description, counterparty and all further details at any time, even after reconciling.
• Instead of Cancel transaction there is Delete. The entry and its receipts are gone for good, and this cannot be undone.
• Changes and deletions are not recorded in the audit log.
• Entries in closed periods stay locked.

Permission

Viewing: View cashbook. Editing and reconciling: Create & edit transactions. Cancelling and deleting: Delete transactions.

Tips

• Write in the notes why the entry exists, for example for later questions from the cash auditor. Every change is in the audit log.
• Use Flagged for entries you still want to clarify. With the Flagged filter you find them again.
• You can also attach receipts later, see “Upload receipt to entry”.