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B11. The ledger, reversals and refunds

The ledger is permanent​

  • The General ledger (under Financial management) is a double-entry record. Each movement has a debit and a credit.
  • Ledger entries are never edited or deleted.
  • Staff can view the ledger but cannot change it.

Task B11.1: Correct a mistake with a linked reversal​

A mistake is never fixed by editing it. It is reversed, and the reversal is approved.

Who can do this: Platform Super Administrator, Finance Entry Officer or Finance Approver. You need two-step verification.

Which items can be reversed: collections, disbursements and adjustments.

Steps

  1. Open Transactions and find the wrong item.
  2. Select Record linked reversal.
  3. In the reason, type at least 10 characters, for example "Payment sent to wrong account; reversing and paying again."
  4. Confirm.
  5. A checker (Finance Approver) opens the reversal in Transactions and approves it, using Approve transaction.

What happens next

  • The reversal is linked to the original entry.
  • After approval, the ledger shows both the original and the reversal. Nothing is erased.

Task B11.2: Request a refund​

Refunds apply only to collections (money received). Refunds can be partial.

  1. In Transactions, select the collection.
  2. Select Request refund.
  3. Enter the Refund amount and a reason of at least 10 characters.
  4. Confirm. A checker approves it as in Task B10.2.