Editing personal allowance items
Last updated: May 11, 2026
Overview
Personal allowance transactions record the movement of funds for a service user — including deposits, expenses, and withdrawals. Once a transaction has been created, only certain fields can be edited. Core transaction details such as the amount, date, description, and payment method are fixed and cannot be changed after creation.
To update an existing transaction, you can edit the reference and notes fields, and attach supporting documents. If a debit transaction was recorded in error, it can be reversed using the credit action rather than edited.
This article explains how to locate and edit a personal allowance transaction, what can and cannot be changed, and how to handle common scenarios.
Who can edit personal allowance transactions
You must have the edit permission on Personal allowance to update transactions. If the edit option is not visible, contact your administrator to review your role and permissions.
How to edit a transaction
Navigate to Operations > Personal allowance from the main menu, or open the relevant booking and go to the Funding > Personal allowance tab.
Locate the transaction you want to edit using the table filters or by scrolling.
Click the actions menu (three dots or pencil icon) on the transaction row.
Select Edit.
The edit panel will open on the right side of the screen, showing all transaction details.
Update the Reference and/or Notes fields as needed.
To attach a supporting document, click the file upload area and select the file.
Click Save to apply your changes.
What can and cannot be edited
Field | Editable after creation |
Reference | Yes |
Notes | Yes |
Supporting documents | Yes (add new) |
Amount | No |
Transaction date | No |
Description | No |
Payment method | No |
Expense type | No |
Transaction by (contact / organisation) | No |
Service user | No |
Booking | No |
If you need to correct an amount or date, you must reverse the original transaction using the Credit action and create a new transaction with the correct details.
How to reverse a debit transaction
If a debit transaction (expense or withdrawal) was entered incorrectly and needs to be undone:
Locate the transaction in the personal allowance table.
Click the actions menu on the row.
Select Credit.
Confirm the reversal in the dialog. You can optionally add a note to explain the reason.
A new credit transaction will be created automatically, offsetting the original debit. The service user's running balance will be updated accordingly.
Note: Only debit transactions can be credited. A transaction that has already been reversed cannot be credited again.
Frequently asked questions
Q: Why can't I see the edit option on a transaction? A: The edit option only appears if you have the edit permission on Personal allowance. It may also be hidden if your role does not include this permission. Contact your administrator to check your access.
Q: I entered the wrong amount — can I edit it? A: No. The amount is fixed once a transaction is created. To correct it, use the Credit action to reverse the original transaction, then create a new transaction with the correct amount.
Q: I entered the wrong date — can I change it? A: No. The transaction date cannot be edited after creation. Reverse the incorrect transaction and create a new one with the correct date.
Q: Can I remove a document that was attached to a transaction? A: The edit panel allows you to add new documents to a transaction. If you need to remove an attached document, contact your administrator or raise a support request.
Q: What is the difference between a reference and notes? A: The reference field is typically used for a short external identifier, such as a receipt number or purchase order reference. The notes field is for longer free-text information about the transaction, such as context or approval details.
Q: What happens to the service user's balance after a credit reversal? A: The credit transaction is applied to the service user's running balance immediately. It offsets the original debit, so the net effect on the balance is zero for those two transactions combined.
Q: Can I edit a credit (reversal) transaction? A: Yes. The reference and notes on a credit transaction can be edited in the same way as any other transaction.
Q: Is there a limit to how many documents I can attach to a transaction? A: Multiple documents can be attached. Supported file types follow the standard Found document upload rules. If you encounter an error when uploading, check that the file type and size are within the accepted limits.
Q: How do I know who last edited a transaction? A: The transaction table displays a Created column showing who created the transaction and when. Edits to reference, notes, and documents do not currently update the created-by record, so for audit queries contact your administrator.
Q: The edit panel shows fields that are greyed out — is this a bug? A: No. Read-only fields such as amount, date, and description are displayed in the edit panel for context, but they are intentionally disabled because they cannot be changed after creation. Only reference, notes, and document attachments are interactive.