Shared Transactions - Impacts of Editing a Source Transaction

Overview

This article explains the impact of editing a source transaction that has a Shared Transactions allocation journal entry. It covers key settings, and recommendations to ensure accurate and consistent results.

Step by Step Process

  1. Review Shared Transactions Settings by navigating to Netgain > Setup > System Setup > Preferences
    1. Confirm the "Delete Original Allocation Transaction When Updating" setting under Shared Transactions Settings is set appropriately:
      1. If unchecked, changes to the source transaction will edit the existing journal entry
      2. If checked, the system will delete the original allocation journal and create a new one
  2. Navigate to the desired transaction to allocate
  3. Edit the Source Transaction
    1. If the period is open, the GL impact can be modified via allocation edits
    2. If the period is closed, GL-impacting changes (e.g., modifying allocation accounts, subsidiaries) will be blocked

Limitations

  • If a source transaction is edited and the Shared Transaction allocation journal is manually disconnected, the script may create a duplicate journal entry — especially if Shared Transaction fields (e.g., Shared Transaction Template, Shared Transaction Location) remain populated.
  • Closed Period Restriction: You cannot modify the GL impact of a journal entry in a closed period. Attempts to allocate to a different account or change amounts will be rejected. 
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