When managing school activity funds, entry errors happen — a receipt was assigned to the wrong student, an amount was keyed incorrectly, or funds were allocated to the wrong activity account. In Edlio Accounting, records are linked sequentially to maintain a strict audit trail. This guide explains how to troubleshoot common receipt and deposit issues and follow the correct order of operations to resolve them.
📌 Golden Rule of Accounting Dependencies
In Edlio Accounting, a parent transaction locks all child transactions it contains. If a receipt is included in a deposit, you cannot edit or void the receipt while the deposit exists. You must always void or unlock the outer transaction (the deposit) before modifying the inner transaction (the receipt).
Why can't I void or edit a receipt?
If you open a receipt and the Void button is unavailable, grayed out, or returns an error, the receipt has almost certainly been included in a posted bank deposit.
To check and resolve this dependency:
Navigate to Receipts and locate the receipt in question.
Look at the Deposit # column on the receipt row:
If a Deposit Number is listed (e.g.,
DEP-1042), the receipt is locked inside that deposit.If the Deposit column is blank, the receipt is still undeposited and can be voided directly.
To unlock the receipt:
Go to Deposits in the left navigation.
Locate the deposit batch containing the receipt.
Select the deposit and click Void Deposit. Provide a mandatory audit reason note (such as "Voiding deposit to correct Receipt #108") and confirm.
Once the deposit is voided, all receipts that were in that batch are instantly released back to Undeposited status.
Return to Receipts, open the target receipt, and click Void. Enter your reason note and confirm.
Go back to Deposits > New Deposit to re-batch the remaining valid receipts and finalize your bank deposit.
Resolving fund allocation errors on receipts
When splitting a single payment across multiple activity funds (for example, a single $150 parent check paying $100 for a field trip and $50 for a class t-shirt), the system performs real-time balance validation:
Allocation total mismatch: The sum of all allocated lines under Fund Allocation must equal the exact receipt header amount. If the lines total $145 and the receipt is $150, the system prevents posting with an out-of-balance error. Check your line items and verify the pennies match.
Selecting inactive funds: If a fund does not appear in the searchable fund selector, verify that the fund account is active and that your user profile has posting authorization for that specific fund.
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