By default, your payables are no longer editable after you have exported them to your accounting system. However, there are times when you might want to edit a certain payable after export. For example to correct the budget allocation, or amend an analytical field. Whatever your reason, we’ve made it simple to make these edits safely with our “edit payables after export” feature.
Turn on “edit payables after export” for all exported payables
If you want to be able to edit all of your exported payables (regardless of the payable date), then you need to turn the feature on without a “Lock date”.
To do this, navigate to Settings > Accounting Setup > Bookkeeping Setup and toggle the feature “Edit payables after export” on. Simple as that. Now you are able to edit any exported payable on the All Payables page.
How to allow “edit after export” on recent payables only
We understand that you may want to restrict the editing of exported payables to a certain timeframe. To do this, we created the optional “Lock date” setting so that you can automatically lock payables when they reach a certain age.
For example, if you set a “Lock date” of 14 days, then any payable that is >14 days old will not be editable after it’s exported.
How to edit an exported payable
Exported payables are editable on the All Payables page. So, navigate to Expenditures > All Expenses > All Payables and find the payable that you want to edit. Then scroll to the section you want to edit and click the ✏️ (edit) icon and make the edits you need.
How to view the edit history of a payable
If you want to see the full edit history of a payable, you can download a log in CSV format from the payable detail panel in All Payables.
Re-export a payable that I’ve edited to my accounting system
On our native accounting integrations:
For now, we only support a single export per payable on all of our native integrations. So, once you’ve made an edit on a previously exported payable, you can’t export these changes via the native export. However, you can export the payable in CSV format from the All Payables page
On our file-based integration (purchase journal export):
As we support the ability to re-export the purchase journal for a given period multiple times, any edits you make to an exported payable will be reflected on a fresh purchase journal export.
FAQs
What should I do if I only want to edit 1 payable?
If you only need to edit a single exported payable, and don’t want to leave all payables open to editing after export, we suggest you turn on the feature, make the edit you need and then turn it off again.
Who can configure the “edit payable after export” settings?
Any user in the company with the Controller role can configure this setting
Who can edit payables after export?
Any user in the company with the Controller role can make edits on payables in All Payables
Why is the ‘edited by’ column empty in the payable edit history download
Prior to the launch of the “edit payables after export” capability November 2024, we were only tracking who made the edits on a limited number of actions, so you may see an empty value on edits before then
In the payable edit history CSV file, why are there multiple lines for some payable versions?
Some payable versions have multiple lines when there is a VAT split or analytical split