Recording a transaction and changing it afterwards are two different rights. Any user with access to a screen can record new invoices, receipts, journals, purchases, bill payments and orders there. Changing or deleting one that has already been saved needs more, so that history can't be rewritten quietly.
The two rights
| To do this | The user needs |
|---|---|
| Change a saved transaction (edit and save it again) | the Transaction Modify permission on their user group |
| Delete a saved transaction | Transaction Modify and the Can delete transactions tick on their user record |
Administrators have both.
This covers invoices, receipts, customer and vendor journals, general journal entries, purchases, purchase orders, expenditures, bill payments and sales orders.
Steps
Grant Transaction Modify to a group
- Open Setup → Security Groups and pick the group.
- Tick Transaction Modify (under Transactions) and save.
- Users in that group get it the next time they sign in.
Allow a user to delete
- Open Setup → Users and pick the user.
- Tick Can delete transactions and save.
What the user sees without the right
- Saving a change to an existing transaction: You do not have the "Transaction Modify" permission.
- Deleting: You are not authorized to delete any transaction. Your user needs the 'Can delete transactions' right.
New transactions are unaffected either way.
Tips
- Give Transaction Modify to supervisors and accounts staff, not to everyone who sells. A cashier who needs a correction asks a supervisor, and the audit log shows who changed what.
- Deleting is the stronger right. Most corrections are better done as a change, or as a refund or credit note, which leaves a trail.
Common problems
- "A user who could edit yesterday can't today." This permission is new in this version and is not granted automatically. Tick it on the group.
- "An administrator is refused." Check the user is in the Administrator group, not merely a group named like it.