Why can't I always change the file number on an existing disbursement transaction?
Journals and fixed charges can be easily moved between files until they are billed; this is because they have no general ledger effect until a bill is rendered. Disbursements, conversely, have an immediate general ledger effect as soon as they are posted/processed.
The normal criteria used to determine whether a transaction is locked from editing applies to disbursement transactions as well. This means that, depending on the following factors, you may not be able to subsequently change the file number (or indeed any detail) on a disbursement:
- Permissions (in-workflow, post-workflow)
- Transaction aggregation
- Reconciliations (general/creditor)
- Whether billed/written-off
Remember that the authorisation step of the workflow for a disbursement transaction is an acknowledgement that all detail of the transaction (including the file number) is correct. A futher opportunity to verify this detail is presented at the point of reconciliation. Subsequent changes may only occur through the use of correcting/compensating transactions; the original transaction may not be altered in such cases.