Troubleshoot reclassification

Use the following information to troubleshoot your reclassification issues. While applications are unique, the same reclassification solutions can work across applications.

Your application configuration and user permissions determine which transactions you can reclassify.

Not all transaction types can be reclassified. Certain conditions prevent reclassification of supported transaction types.

Reclassify option not available

For most transaction types that support reclassification, the Reclassify button appears when you’re editing the transaction.

If you do not see the Reclassify button, it is usually for one of the following reasons:

  • You do not have reclassification enabled in the application configuration.
  • You have not been granted the appropriate permissions to reclassify this transaction type.
  • The transaction is unpaid and you need to edit it instead.
  • The transaction state is Reversed or Reversal and cannot be reclassified.
  • You are trying to reclassify a transaction type that does not support reclassification.

You can reclassify supported transaction types only, which includes:

  • Accounts Payable: AP supplier invoices, adjustments, and AP supplier invoices associated with manual payments
  • Accounts Receivable: AR sales invoices, adjustments, and AR sales invoices associated with manual deposits
  • Expenses: employee expenses and adjustments
  • General Ledger: journal entries that are subject to approval
  • Cash Management: credit card transactions
You cannot reclassify Order Entry or Purchasing invoices or adjustments.

If Order Entry and Purchasing transactions affect Accounts Receivable or Accounts Payable (the subledger side), reclassify those transactions from the subledger side, not from within Order Entry or Purchasing.

Reclassifying an AP supplier invoice or AR sales invoice that was generated in Purchasing or Order Entry does not affect the original purchase order or the Order Entry sales AR sales invoice.
For example, say that you create a Purchasing AR sales invoice with a location of California. You convert the AR sales invoice to create an AP supplier invoice in Accounts Payable. Then, in Accounts Payable, you reclassify the AP supplier invoice and change the location to New York.

In this example, only the location listed on the AP supplier invoice changes to New York. The location listed on the originating invoice in Purchasing does not change; it continues to be listed as California. The listing of California is permanent. You cannot re-open the original invoice and change the location manually.

If your Accounts Payable configuration has the Manual payments Summary frequency set to One per manual payment, the summary is automatically closed after the payment is added. You need to open the summary before you can reclassify the associated AP supplier invoice.

To avoid this issue for future transactions, set the Summary frequency to another option, such as Daily or User-defined.

Intacct does not support reclassification of zero amount transactions. Because they’re unpaid, however, you might be able to edit the transactions, depending on your region.

Best practice is to avoid creating transactions with no value, particularly because these transactions can never progress to a paid state. Instead, create an AP supplier invoice or AR sales invoice for the positive amount followed by an adjustment for the negative amount. Then apply the adjustment to the AP supplier invoice or AR sales invoice.

If your accounting method is configured to accrual and cash, reclassification is not supported for manual deposits and manual payments.

Cannot reclassify expected information

You can reclassify the Expense type for an expense report while it is in a Selected state. However, once you record a reimbursement against the expense report, the Expense type field can no longer be reclassified.

On AR sales invoices that include allocation, you cannot reclassify the Allocation, Department, or Location fields for the allocated line items.

Error messages

If you receive this error when trying to post reclassification, this means that for the period in question the subledger books are closed in one of the following places:

  • The entity where the transaction was created
  • An entity associated with a line item within the transaction
  • An entity associated with a account used to make payment against the transaction

For example, say you’re trying to reclassify an AP supplier invoice that was created at the top level. The AP supplier invoice includes line items for locations within the 01-East entity and 02-West entity. The AP supplier invoice was paid using a that's associated with the 03-North entity. If the subledger books are closed for any of these three entities for the period, you’ll receive a closed books error message.

If you’ve verified that the books for all entities associated with the transaction are open for this period, the issue might relate to your frequency summary. If your configuration has the summary frequency for this transaction type set to daily or monthly summary posting, it's likely that there are additional transactions in the same summary. If one of these transactions is associated with a record from a different entity where the period is closed, the summary also closes and you cannot post to it. This prevents you from reclassifying other transactions that are included in the same summary.

You cannot reclassify a transaction if either of the following is true:

  • An inter-entity credit has been applied to the transaction.
  • Through reclassification, you’re trying to change the Location in a way that redefines an applied credit as inter-entity.

AP supplier invoices paid using a credit card are not eligible for reclassification. Create a journal entry to correct for the error, instead.

You cannot reclassify a transaction if it was paid using more than one .

Best Practice: Create one journal entry to reverse the incorrect coding and another journal entry to record the correct coding.

Reclassify transactions associated with an undeposited funds account before you deposit funds. After you deposit funds, you need to create a journal entry to make corrections.

Make a journal entry for all the individual recognitions and allocations. No link exists to the original transaction, so be sure to document what you did and why.

A contact used in the transaction, typically defaulted from the supplier or customer record, is either deactivated or contains double spaces in the Contact name field.

If a contact was deactivated, find out if this was done in error. If it was done in error, activate the contact before you reclassify. If it was not deactivated in error, you need to select or create a replacement contact before you can reclassify.

To find out if you have double spaces in the contact name, search Contacts:

  1. Go to Company > Setup > Contacts.
  2. At the top of the Contact name column, enter % %.

    Enter two spaces between the percentage symbols.

Any contacts that are returned have more than one consecutive space in the Contact name field. Edit the contact records to replace double spaces with single spaces and save your changes. Then, you can reclassify transactions that reference these contacts.

If you’re unsuccessful saving your changes to the contact name, contact Customer Support for assistance.