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Overview

Editing deposits allows you to correct errors in recorded transactions. This guide covers when deposits can be edited, how corrections work, and handling deposits in closed periods.

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When Can Deposits Be Edited?

✅ Can edit if:
  • Deposit transaction date is in the current open period
  • You have savings:write permission
  • Period has not been closed
Editable fields:
  • Amount
  • Date (must stay within open period)
  • Bank Account
  • Documents (attachments)

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How Editing Works

When you edit a deposit, Agatabo uses a reverse and repost strategy:
  1. Reverses the original journal entry: Creates a reversal with negative amounts
  2. Creates new journal entry: Posts corrected transaction with new values
  3. Updates member balance: Reflects the net change
  4. Logs in audit trail: Records the edit operation
Important: Editing doesn’t modify the original transaction. Instead, it reverses the old entry and creates a new one. This maintains a complete audit trail of all changes.

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Editing a Deposit

1

Navigate to Savings → Deposit History

Opens deposit history page
2

Find the deposit

Use filters or search to locate the deposit
3

Click on deposit row

Opens deposit details
4

Click 'Edit' button

Opens edit dialog
5

Modify fields

Change amount, date, bank account, or update documents
6

Click 'Save Changes'

System reverses original and creates corrected entry
7

Verify the change

Check member’s balance and journal entries

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Common Edit Scenarios

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Wrong Amount

Example: Recorded 10,000 instead of 100,000
1

Open deposit for editing

Find and click Edit
2

Change amount

Update from 10,000 to 100,000
3

Save

System reverses 10,000 entry and posts 100,000 entry
4

Verify balance

Member balance increases by net difference (+90,000)

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Wrong Date

Example: Recorded today but actually deposited yesterday
1

Edit deposit

Open edit dialog
2

Change date

Select correct date
3

Verify period

New date must be in open period
4

Save

Deposit moves to correct date in records
Period restriction: The new date must be in an open accounting period. You cannot move deposits into closed periods.

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Wrong Bank Account

Example: Recorded to “Cash - Main Office” but should be “KCB Bank Account”
1

Edit deposit

Open edit dialog
2

Change bank account

Select correct account from dropdown
3

Save

Journal entry updates to reflect correct bank account
This helps with bank reconciliation by ensuring deposits are recorded to the correct accounts.

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Wrong Member

Cannot change member assignmentYou cannot edit which member a deposit is credited to. If a deposit was credited to the wrong member:
  1. Delete (reverse) the incorrect deposit
  2. Record new deposit for correct member
  3. Document the correction
Or contact your accountant for guidance.

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Deleting (Reversing) Deposits

Use with extreme cautionDeleting deposits:
  • Creates a reversal journal entry
  • Decreases member’s savings balance
  • Cannot be undone if period is closed
  • Requires accounting review

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When to Delete

Use deletion for:
  • Duplicate deposit recorded by error
  • Test deposit in production system
  • Completely incorrect transaction that needs removal

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Deletion Process

1

Verify deletion is necessary

Confirm this isn’t just an amount/date error that can be edited
2

Note member's current balance

Balance will decrease after deletion
3

Navigate to Savings → Deposit History

Opens deposit history page
4

Find the deposit

Use filters or search to locate the deposit
5

Click on deposit row

Opens deposit details
6

Click 'Delete' button

Located in the deposit details page header
7

Confirm deletion

Confirmation dialog appears - click to confirm
8

Verify

  • Reversal entry appears in journal
  • Member balance decreased correctly
What happens:
  • Original deposit remains in records
  • A reversal entry is created (negative amounts)
  • Net effect: deposit is cancelled out
  • Full audit trail is preserved

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Corrections in Closed Periods

If you need to correct a deposit in a closed period, you cannot edit or delete it. Use an adjusting entry instead:

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Adjusting Entry Process

1

Identify the error

Document what was wrong and what it should be
2

Consult accountant

Explain the error and get guidance on proper correction
3

Record adjusting entry

Create manual journal entry in current open period
4

Document thoroughly

Reference original deposit date and explain the correction
Example: Deposit dated 2026-05-15 was recorded as 50,000 but should have been 60,000 Manual journal entry in current period (June 2026):
Attach documentation explaining the correction.

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Best Practices

Editing deposits safely:
  • Double-check amount before saving correction
  • Verify the member’s name is correct before editing
  • Check that new date is in open period
  • Review member balance after editing to confirm correct change
  • Prefer editing over delete + re-record when possible
  • Consult accountant for significant corrections (large amounts, old dates)
  • Document corrections if they’re unusual or complex

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Permissions Required

The same permission (savings:write) is required for both editing and deleting deposits. Access is typically restricted to treasurers, accountants, and administrators.

Recording Deposits

How to record deposits correctly

Viewing Deposit History

Find deposits to edit

Period Closing

Understanding closed periods

Viewing User Details

Check member balances after corrections