Corrections, Cancellations & Voucher Reversals

Digital Bahi is built on a strict double-entry accounting and inventory audit engine. To keep your physical stock lots, party statements, Cash/Bank books, and GST registers 100% synchronized, always correct a transaction using its own built-in Edit, Cancel, or Reverse action—never create a manual compensating Journal Voucher to disguise an error in an operational bill.

Correction Path by Transaction Type

Transaction / Record	Draft / Open State	Posted / Finalized State
Arrival & Tulai	Edit freely while in Arrived, Auctioned, or Weighed stage before billing.	Locked once linked to a Purchase Slip or Sale Invoice. Cancel the downstream bill first if the arrival must be changed.
Purchase (Arrival-Linked or Manual)	Draft purchases can be edited or deleted freely.	Posted purchases are read-only and must be Cancelled (subject to inventory and tax safeguards below).
Sale (Auction or Stock Sale)	Edit or delete while permitted by document state.	Cancel or edit according to your role permissions and open GST/Financial Year rules.
Payment, Receipt & Settlement	Verify using the live Resulting Balance and Preview Voucher before saving.	Use the record's edit/cancel/reverse controls within an open, unlocked Financial Year.
Expense	Review the live Double-Entry Journal Impact Strip before saving.	Editing or deleting a posted Expense automatically reverses the original accounting voucher and restores the Cash/Bank balance.
Journal Voucher	Verify Balanced (Total Debit = Total Credit) before posting.	Use the Reverse action on the Journal Voucher screen to generate an audit-safe -REV contra voucher.
Fixed Asset	Edit or remove freely before any depreciation is posted.	Once depreciation is posted, financial basis fields (Cost, Salvage Value, Useful Life, Put to Use Date, Accounts) are locked; use Deactivate instead of Remove.

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Audit-Safe Voucher Reversal Rules (-REV Contra Vouchers)

When a Posted or Locked voucher is reversed in Digital Bahi, the system protects your historical audit trail using six strict rules:

1. Original Voucher Preserved: The original voucher is never deleted or silently overwritten. It remains Posted or Locked in your historical books (with Reversed By, Reversed On, and the Reason recorded on it) so prior-date statements remain verifiable.
2. Linked -REV Contra Voucher Created: Digital Bahi posts a new reversal voucher bearing the original number plus -REV (for example, JV-2026-00015-REV) linked directly to the original voucher, with all Debit and Credit entries swapped.
3. Single Reversal Only: A voucher that has already been reversed cannot be reversed a second time.
4. Reversal Vouchers Cannot Be Reversed: A -REV contra voucher cannot itself be reversed. If the transaction needs to be re-entered correctly, create a fresh transaction or voucher.
5. Same Active Financial Year Required: You cannot reverse a voucher across different Financial Years (the voucher's Financial Year must match today's active Financial Year).
6. Closed Year / Carry-Forward Lock: Reversal is blocked if the Financial Year is closed, if the date falls on or before Books Closed Until, or if next-year Account Opening Balances have already been generated from that year.

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When Purchase Cancellation is Blocked

Digital Bahi prevents cancelling or deleting a Purchase if doing so would corrupt downstream stock or tax records. Cancellation is blocked when:

• Stock Lot Already Used: Any portion of the stock lot created by the purchase has been sold or adjusted (Available Quantity < Purchased Quantity).
• Mandi Tax Recovered: Mandi Tax Paid (MTP) on that stock lot has already been recovered on an outward Sale.
• Downstream Movements Exist: Any outward stock movement references the lot.
• Active Sale Link: The underlying arrival item is linked to an active Sale Invoice.
• External Voucher Reference: Another posted voucher references the purchase number.

How to resolve: First cancel or reverse the downstream Sale or stock movement that consumed the lot, and then cancel the Purchase.

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5-Step Checklist Before Making a Correction

1. Identify the Document: Note the exact document/voucher number, date, and affected Farmer or Party.
2. Check Period Locks: Confirm the transaction date is in the current open Financial Year and that the GST Period has not been finalized/locked.
3. Check Downstream Dependencies: For Arrivals and Purchases, verify whether a downstream Purchase Slip or Sale Invoice already depends on the record.
4. Execute the Built-In Action: Use Cancel, Reverse, or Delete on the source screen and enter a clear reason when prompted.
5. Verify Balances: Check Farmer 360 / Party 360, the Party Ledger, Cash Book, and View Stock to confirm the resulting balances.