It's very frustrating that we can't correct postings once they are processed. For example if a purchase invoice is incorrectly posted to a BI code it's not possible to change it. It's also not possible to delete it either - only reverse it.
These items then forever show on budget holder reports.
There should be a way that someone central can correct mistakes, this is available in all other systems I've used
Our school is extremely frustrated by the noticeable lack of progress on feature requests within this portal. Many highly requested enhancements have remained unaddressed for years, despite ongoing demand from users. This prolonged lack of development has led to growing dissatisfaction and concerns about whether customer feedback is being adequately considered in the product roadmap.
If other users share these concerns and would be interested in establishing an independent forum to discuss common issues, priorities, and collective engagement with the provider, please feel free to contact me directly at d.moss@hamptonschool.org.uk.
Following Stephen Israel’s post on the portal on 5 June, I responded to clarify that the BI code on item invoices processed through the AP Inbox and approval workflow cannot be amended in the manner he described.
Following my response, the feature request’s status was removed, resulting in the feature request no longer being visible on the portal for other users to view and vote on.
At the time it was removed, the request had received 41 votes, making it the highest-voted item on the ideas portal.
Please reinstate the feature request’s status so that it remains visible and available for other users to vote on.
Editing Invoice Analysis Codes After Posting
BI Codes on item invoices can be amended after posting. However, there are important limitations and considerations to be aware of before proceeding.
Editing a Posted Invoice — BI Code Amendment
Navigate to the Item Invoice screen and locate the relevant invoice.
Click on the word "Posted" on the invoice line. This will open the Transaction Browser Editing screen.
From there, click the Edit Invoice tab.
Update the BI Code as required.
Process and save the edits.
Closed Period Considerations
If the invoice is posted in a closed period, you will need to reopen the period before editing can take place.
⚠️ Important: Reopening a closed period will affect the reporting of that period. This should be carefully considered and carried out by an authorised user before proceeding.
Reviewing Invoices Before Posting (Recommended)
Item invoices can be reviewed after approval and prior to posting to the ledger.
Best practice is to review and correct any analysis codes, including BI Codes, at this stage — before the invoice is posted.
If amendments are made at the pre-posting stage that affect the budget allocation, this may re-trigger the approval workflow, routing the invoice to the correct budget holder for re-approval.
Summary
Scenario
Action Available
Invoice posted, period open
Edit BI Code via Transaction Browser
Invoice posted, period closed
Reopen period first, then edit via Transaction Browser
Invoice approved, not yet posted
Review and amend directly — note approval may be re-triggered
Edit the original invoice entry screen
❌ Not possible once posted
Hi,
When is this likely to be actioned?
Hi, Is there any plans to action this?
I am having to do lots of journals each month to move things around to the correct place as they are being posted incorrectly. I understand it is a "control" so that the workflows for invoice approvals aren't redundant and by-passed but the fact you can just use a work around and journal means that the "control" doesn't actually prevent anything as there is no control over journals!
Surely just lock down the ability to edit analysis codes to certain user types (if you have to) and allow us to correct mistakes without having messy nominals full of journals!!
I've never worked on a system that only allows certain PURELY INTERNAL ANALYSIS fields to be edited in the name of "control" which you can then just get around anyway!
Please can this be looked at ASAP - I understand its there as a control but when you can post journals to BI codes without approval why prevent trusted people with total access to the system to change things.
Exactly - budget holders have no idea if the BI code and or VAT code is correct and once they approve it, it's set in stone. We have to be given the access to change them to ensure our accounting records are correct
We use the AP approval module which is where the problem seems to be lying. This is now getting much worse because we also can't amend VAT codes. The budget holders have no idea if a VAT code is right (exempt, partially exempt etc) and yet they can approve an invoice so that it can't be changed. This has to be rectified.
Once an invoice is approved and posted we cannot amend the BI codes. Do you have the approval in place?
We can amend the BI code for transactions as long as the period is open. Once closed, it's inconvenient to have to open them just to change it.
I totally agree! This has always been our bugbear with the system. An issue we raised from the onset. Please can there be the option to allow editing of the bi-code, as there is for editing G/L codes. The audit log for edits creates sufficient audit trail. Raising journals or reversing is messy an unnecessary.