Why it exists
Nothing posted is ever changed in place. Delete reverses a transaction's journal; Edit reverses it and records the corrected transaction under a new number; Void does the same to an invoice, bill, credit or debit note and keeps its number in the series. The original and its reversal cancel each other out, so account statements and the General Ledger leave both out rather than show money that never moved. This register is where they are kept.
A transfer between your own accounts is the exception to the new number: it keeps its number (TRF-…) when it is revised, and each revision is its own row here — Revised, with what changed. A revision of the reference, memo or method alone posted nothing, and the row says Details only — the journal did not change, so nothing was reposted. A deleted transfer reads Deleted.
A draft that was deleted before anyone approved it is not here, and does not need to be: it had no number and nothing had posted, so no figure and no series ever moved. There is nothing to answer for.
If the transaction's month had already closed, its reversal is dated later. Both halves are still left out of statements, so an account reads as though the transaction was never entered; this register and Journals keep the two entries.
Reading it
- Open Reports › Modification Register.
- Sort is Newest change first or Oldest change first. Search also takes an amount: 1,250 finds the changes to records of that amount.
- Narrow it with Record (Receipts & payments, Invoices & bills or Transfers between accounts), Search (number, contact or reference), Show (Edited or Deleted), Money movement, and Changed from / Changed to. The dates are when the change was made, not the transaction's own date.
- Record shows how many of each kind there are beside its name, and keeps showing every count while you are looking at one of them. A transfer is money out of one account and into another, so choosing a Money movement leaves transfers out.
| Column | Shows |
|---|---|
| Changed | When the change was made, and who made it |
| Record | The original number, what it was — Receipt, Payment, Invoice, Bill, Credit note, Debit note — its date and its contact |
| Amount | The original amount |
| Change | Edited with the number that replaced it, Deleted, or Voided for a document. A replacement that was itself changed later says since changed again; a row for that later change says Had replaced and the earlier number |
| What changed | For an edit, each field before and after: date, amount, contact, account, category, a split payment's lines, the invoices or bills it was applied to, reference, method, service charge, VAT and memo. For a transfer, the date, the paying and receiving accounts, the bank charges, the total, the method, the reference and the memo. For a delete, the invoices or bills it had paid, which are owed again. For a voided document, that it was reversed off the books and its number kept. Below, the journal and the entry that reversed it |
| Reason | The reason given for the edit or delete |