How do I unlock a rebilled transaction?

Hi Jason,

As you've discovered, you can't edit or delete an expense once you've rebilled it.

You can change the amount you charge to your client on the invoice, though (make the invoice draft as you have done, then click the Edit link next to the expense, and change the amount). Then at least your client will pay you the right amount.

As far as the expense in your accounts goes, you'll need to post a couple of journal entries to correct it and the VAT on your return.

Here's how:

Go to Accounting > Journal Entries.

Click the New Journal Entry button.

Make the first entry to code 365 Travel. Date it the same date as the expense voucher you entered.

If you charged your customer too much VAT, enter the amount you overcharged as a plus. If you didn't charge your customer enough VAT, enter the amount as a minus.

Put the description as "VAT error correction for travel expense".

Click Create and Add Another. This will let you put the second entry in.

Make the second entry to code 818 VAT Reclaimed. Make sure it has the same date as the first entry.

Put the figure in with the opposite sign to the first entry. So if your entry for Travel was a plus, make this one a minus, and vice versa.

Put the same description as the first entry.

Click Create New Entry.

Correcting the invoice, then posting these two journal entries, will make sure that the figure you charge to your client and the figures in your books are correct.

Remember too, when you pay yourself back for out-of-pocket expenses, to adjust the figure you pay.

I hope that helps, but please don't hesitate to ask if you get stuck with any of this.

Kind regards,

Emily