Document Reclassification

What is it and what is it for?

When you record a Vendor Bill, an Expense, a Vendor Credit or Debit Note, or an Account Payment, each line is posted against an account from your Chart of Accounts and, if your plan has it enabled, against an Item Class, Location, Department or Division. If you later realize a line was posted to the wrong account or the wrong cost center, you don't need to void or rebuild the whole document: the Reclassify screen lets you correct those fields directly, one line at a time or in bulk for many documents at once, and AdmCloud regenerates the accounting entry with the corrected values.

This screen only affects Purchasing documents (Vendor Bills, Vendor Credit and Debit Notes, Expenses) and Account Payments. It does not include Sales documents or manual Journal Entries, which have their own editing from their own detail screen.

How to use it

1. Filter the documents you want to review: date range, subsidiary (if your plan has it enabled), vendor, ledger account, document number, fiscal document number (NCF) or reference. Click the refresh button to apply the filter. For now the screen shows only the first 100 documents matching your filter; narrow the search further if you don't see the one you're looking for.
2. To fix a single line, change the Account, Item Class, Location, Department or Division combo box directly in that row. The change saves on its own, with no separate "Save" button: as soon as you pick the new value, AdmCloud sends it to the server and regenerates that document's accounting entry.
3. To fix many lines at once, check the box on each row you want to affect (or the header checkbox to select all visible rows) and click the Assign to All button for the account or the cost center you want to change. In the window that opens, pick the value that will be applied to every checked line and click Apply.
4. Follow the batch's progress in the bar shown in the window: it processes the checked lines one at a time, and you can click Cancel at any point to stop the ones not yet processed. When it finishes, the table highlights in green the lines that updated successfully and in red the ones that failed (hover over the row to see the exact error), so you can fix them and try again if needed.

Key capabilities

• Filtering by date range, subsidiary, vendor, ledger account, document number, fiscal document number (NCF) and reference.
• Instant, one-off correction of each line's ledger account, with autocomplete grouped by account class (Assets, Liabilities, Equity, Revenue, Costs, Expenses, etc.).
• Instant, one-off correction of the analysis dimensions enabled on your plan: Item Class, Location, Department and Division.
• Bulk assignment: select many lines and apply the same account or dimension value to all of them at once, with a progress bar and the ability to cancel the batch midway.
• Immediate per-row visual feedback (green for success, red for error) both for single edits and bulk assignment, without reloading the whole screen.
• Automatic regeneration of the document's accounting entry every time you change an account or dimension, so accounting always stays aligned with what you see on screen.
• Direct links from the table to the original document, the vendor, the item, the account and the currency, so you can review full context without leaving the screen.
• On Expense Reports, the vendor column also shows the employee who reported the expense, with a direct link to their card.

Key fields

Validations on save

• The document can't be voided. A line on a voided document can't be reclassified.
• The accounting period for the document's date must be open. If the period is already closed, AdmCloud rejects the change.
• The Account, Item Class, Location, Department or Division you pick must exist and be valid; if the value doesn't exist, the operation is rejected.
• A line whose account already cleared a Bank Reconciliation can't be reclassified: you must first undo the reconciliation from that screen.
• If the change would push a budgeted account over its configured limit, saving is blocked with the matching message (requires the Budgeting module).
• Every change, successful or failed, is logged in the affected document's activity history (audit log).

Availability, plans and permissions

• Access to this screen is controlled by the "GL Journal" permission on your user group; in addition, each document type separately checks its own edit permission (Vendor Bills, Vendor Credit and Debit Notes, Expenses or Account Payments).
• Reclassifying the Account is available on any plan with the Accounting module active.
• Reclassifying Item Class requires the Standard plan or higher (or Enterprise with that module active).
• Reclassifying Location, Department and Division requires the Premium plan or higher (or Enterprise with those modules active).
• The Subsidiary column and filter only appear if your plan has more than one subsidiary enabled; the Fiscal Document (NCF) column only appears if your plan has fiscal documents active.

Tips and common mistakes