How to Fix an Entry in a Closed or Locked Period

When an entry is in a period that is already closed or locked, URBI will not let you void or correct it the normal way. This protects books you have already finalized. If you have the senior "override locked period" permission, you can still fix the entry, and URBI gives you a choice of two paths.

If you do not have the override permission, you will see a message that a senior override is required. Ask a colleague who holds that permission to make the change. See the troubleshooting article for more on this.

The two paths

When you void or correct an entry in a closed or locked period, you choose between:

1. Reverse in the current open period (recommended, lower risk). The original entry stays in the closed period exactly as it was. URBI posts a balancing reversal dated today in your current open period. The closed period is left untouched and stays balanced. The original entry shows a "Reversed" badge that links to the reversal.
2. Reopen the period and void there (advanced, higher risk). This reopens the closed or locked period, voids the entry inside it, and then leaves it to you to manually rebalance that period and close or lock it again.

When to use each path

• Choose reverse-in-current in almost all cases. It keeps your closed books intact and creates a clean, traceable correction in the current period. This is the recommended default.
• Choose reopen-and-rebalance only when you specifically need the change to live inside the original closed period, and you are prepared to rebalance and re-close that period yourself.

Path 1: Reverse in the current open period

1. Open the General Ledger and select the entry in the closed or locked period.
2. Choose the void or correct action.
3. When the override choice appears, select Reverse in the current open period.

4. Enter a reason. A reason is required.
5. Confirm. URBI posts the balancing reversal dated today in your current open period.

Result: The closed period stays balanced and untouched. The original entry now shows a "Reversed" badge linking to the reversal you just created.

Path 2: Reopen the period and void there

Use this path with care. After you reopen and void, the period total will be off by the amount of the voided entry until you rebalance it.

1. Open the General Ledger and select the entry in the closed or locked period.
2. Choose the void or correct action.
3. When the override choice appears, select Reopen the period and void there.

4. Enter a reason. A reason is required.
5. Read the confirmation carefully. It warns you that the period total will be off by that amount until you rebalance, and that the action is recorded under your name.
6. Confirm to reopen the period and void the entry.

7. Manually rebalance the period so the totals are correct again.
8. Close or lock the period again once it balances.

Result: The entry is voided inside the original period. You are responsible for rebalancing and re-closing or re-locking that period.

Correcting an entry works the same way

Correcting follows the same rules as voiding. In an open period, a correction cleanly replaces the old entry with a new one. In a closed or locked period, correcting offers the same two paths above (reverse in the current open period, or reopen and rebalance). The recommendation is the same: prefer reverse-in-current unless you have a specific reason to reopen.