Edit documents afterwards
Questions:
- Edit documents afterwards
Description:
It is often necessary to correct vouchers retrospectively. For example, the address may need to be changed at the customer's request or other adjustments may be necessary.
Several requirements must be met in order to edit a document.
- A change can be relevant for accounting - this can start with the address. You must therefore ensure that the document has not yet been posted. You must take both your accounting department and the customer's accounting department into account. If you cannot ensure that the document has not yet been posted, it is better to create a correction document - e.g. an invoice correction. TYRIOS does not warn against this process for this reason.
- If a payment is stored in the open item management in TYRIOS, TYRIOS assumes that the document has been posted. From then on, a change is no longer possible.
Solution:
A voucher can be changed at any time in draft mode. Here you can simply edit the corresponding voucher via voucher management. However, if the voucher has been published, further steps are necessary.
- As a user with extended rights, go to "Manage vouchers" in customer management.
- Search for the desired voucher and select "Withdraw publication" in the line menu. You will receive a security warning that you should only do this if you can ensure that the voucher has not been posted in any accounting department.
- Click on OK. The voucher is set to draft mode again. However, the voucher number is retained and can no longer be changed.
- Now click on "Edit voucher" and change the voucher accordingly.
- Click on Save or Publish to reactivate the voucher. The voucher number is not reassigned, but is retained.
Tips and Tricks:
In principle, editing a published receipt - and possibly one that has been sent to the customer - is legally problematic. It is therefore advisable to create a correction document. Proceed as follows:
- As a user with extended rights, go to "Manage receipts" in the customer administration.
- Search for the desired voucher and select "Duplicate voucher" in the line menu. The receipt is copied and opened in draft mode.
- If necessary, select a corresponding document type as the document type, e.g. invoice correction (if available)
- Expand the preliminary text and explain that this is a corrected document. Reference the original document number so that the correction can be traced in the event of a potential tax audit.
- Edit the receipt as required.
- Click on Save to reactivate the voucher. The voucher is given a new voucher number.