Edit a journal entry

After they've been created, making changes or deleting journal entries can be done the same way, regardless of the type of journal to which the entry was posted.

There are multiple types of journals, each with its own journal entries. The information included in a journal entry might differ across journal types, but when making changes some rules apply across them all.

If a journal entry is… You can…

Draft

edit, reverse, delete

If you use accounting sequences, draft journal entries are assigned accounting sequence numbers, so deleting them can create gaps in your accounting sequence.

Posted

reverse, delete, then resubmit

Approved

reverse, delete, then resubmit

Previously reversed

delete then resubmit

Included in a closed period

no changes allowed
Subscription

General Ledger

Projects (for revenue recognition of projects)
Regional availability

All regions

User type Business
Permissions

Journal entries: List, View, Edit, Add, Delete, Reverse, Reclassify

Edit or view a journal entry

You can view a journal entry any time, but can edit it only if the entry hasn't been approved, posted, or is in a closed period. In this case, Edit isn’t available.

  1. Go to the applicable journal entries list.

    For example:

    • General Ledger > All > Journal entries

    • General Ledger > All > Statistical journal entries

  2. Find the applicable journal and then select Transactions.
  3. Find the journal entry in the list.

  4. Select Edit at the end of the row.

  5. Enter changes as needed. To add a new line: 

    1. Go to the Entries section.

    2. At the end of the last entry row, select Add.

      You might need to scroll horizontally to see the end of the row.

    3. Enter the information for the new line.

  6. Select an option to save your changes.
    • Select Post to post the entry.
    • Select Submit if the entry must be approved before it's posted.
    • Select Draft to save your changes and keep the entry in a draft state.

  1. Go to the appropriate journal entries list.

    For example:

    • General Ledger > All > Journal entries

    • General Ledger > All > Statistical journal entries

  2. Find the applicable journal and then select View Transactions.
  3. On the row with the transaction, select Edit or View.

  4. Enter changes as needed. To add a new line: 

    1. Go to the Entries section.

    2. At the end of the last entry row, select Add. You might need to scroll horizontally to see the end of the row.

    3. Enter the information for the new line.

  5. Select an option to save your changes.
    • Select Post to post the entry.
    • Select Submit if the entry must be approved before it's posted.
    • Select Draft to save your changes and keep the entry in a draft state.

To delete all line items in a journal entry, delete the journal entry itself from the Journal Entries list or from the appropriate subledger.

Edit a summary journal transaction

Editing a transaction in a summary of transactions requires drilling down to the original journal entry.

  1. Go to General Ledger > All > Journal entries.
  2. Find the applicable journal and then select Transactions.
  3. Find the summary in the list.

  4. Select Edit at the end of the row.

  5. Select the description link to drill down to the original journal entries.

    The summary list appears, showing all of the entries for the selected summary.

  6. Find the transaction that you want to edit.

  7. Select Edit at the end of the row.

    The related page, such as AR sales invoice or AP purchase invoice, opens.

  8. Enter changes as needed.
  9. Select Save to save your changes.
  1. Go to General Ledger > All > Journal entries.
  2. Find the applicable journal and then select View Transactions.
  3. On the row with the summary the you want to edit, select Edit.

  4. Select the description link to drill down to the original journal entries.

    The summary list appears, showing all of the entries for the selected summary.

  5. On the row with the transaction that you want to edit, select Edit. The related page, such as AR sales invoice or AP purchase invoice, appears.
  6. Enter changes as needed.
  7. Select Save to save your changes.

See the status of entries requiring approval

If your transaction requires approval, go to the History tab on the Journal entry page to see the approval status, including who is responsible for the approval.