Handling Irreversible Errors

In a robust accounting system like QOBooks, certain documents become "Locked" to maintain the integrity of your financial records and tax filings. When a document is locked, you cannot simply edit or void it.

When is a Document Locked?

A document (such as a Bill or Invoice) is typically locked if:

• Payments are Applied: The document has been partially or fully paid.
• Tax Already Filed: The transaction has been included in a finalized tax return.
• Period is Closed: The accounting period (month/year) has been closed by the accountant.
• Linked Workflows: The document is linked to other critical records (e.g., a GRN linked to a Bill).

The Correction Workflow

If you discover an error on a locked document, DO NOT attempt to delete it. Instead, follow these professional accounting workflows:

1. Using Debit Notes (Purchases)

If you have a Bill that cannot be voided, use a Debit Note:

1. Go to Purchases > Debit Notes.
2. Create a new Debit Note and select the original Bill as the Source.
3. Enter the items or amounts that need to be corrected.
4. If you already paid: Toggle "Record as Cash/Bank Refund" to record the money coming back.
5. Effect: The Debit Note will create a correction entry in the current period that offsets the original error.

2. Using Credit Notes (Sales)

If you have an Invoice that is locked but needs correction:

1. Go to Sales > Credit Notes.
2. Link it to the original Invoice.
3. Record the returned items or price adjustments.
4. Effect: This reduces the customer's balance or records a refund.

3. Manual Journal Adjustments

For errors that don't involve stock (e.g., putting a repair under "Software Subscription"):

1. Go to Accountant > Manual Journals.
2. Create a "Correction Journal".
3. Debit the correct account and Credit the wrong account used previously.
4. Effect: Your reporting will be corrected in the current period without disturbing the locked history.

[!IMPORTANT] Audit Trail: These methods are preferred because they maintain a perfect audit trail. You can see the original error, the correction, and the final state, which is essential for tax audits.