Features & tools
How to correct an already issued allocation in the software
Correcting an already issued allocation is a delicate operation because instalments, once created, have accounting effects: they feed the due-date schedule, may have received payments and are the basis for reminders. Correction is possible, but the right way depends on the state of the allocation. If no owner has paid yet and the year is open, it can be redone cleanly. If payments have arrived or the year is closed, care is needed so as not to lose payments or create double entries. This guide explains how to act in the different scenarios, keeping a record of what changed.
Understand the state of the allocation
Before correcting, you need to know the state of the allocation. Two variables are decisive: whether payments have been recorded on the instalments and whether the financial year is still open or has been closed and approved by the owners' meeting. The available path depends on these two conditions.
An allocation with no payments and an open year is the simplest case: it can be deleted and regenerated. An allocation with instalments already paid instead requires preserving the payments, while a closed year should not be touched retroactively, because its balances have flowed into the following year.
Allocation with no payments received yet
If no owner has paid, correction is straightforward. You delete the wrong instalment plan, fix the cause of the error, for example the expense linked to the wrong table or an incorrect amount, and regenerate the allocation. The software recreates the instalments with the new values.
Even here it is worth simulating the new allocation before issuing it, so as not to repeat the error. If the wrong instalments had already been sent to owners, a communication should be sent cancelling the previous one and transmitting the corrected allocation, so no conflicting documents remain in circulation.
Allocation with payments already recorded
When some instalments have received payments, deleting the plan risks removing the link between payment and instalment. A correct system prevents deletion of instalments with payments, precisely to protect the accounts. In these cases you act on the difference, not on the whole allocation.
The typical route is to adjust the expense and handle the gap with a balancing charge, in debit or credit, on the affected units. This way the payments already received stay valid and the correction is limited to what actually changes, avoiding complex reversals and double entries of the same expense.
- Do not delete instalments that already received payments
- Handle the difference with a targeted balancing charge
- Communicate the change and its reason to owners
- Check that the expense is not counted twice
Closed year and traceability
If the year is already closed and approved, the correction is not made retroactively but usually with an entry in the current year, for example a resolved balancing charge or an adjustment to the next budget. Changing a closed year would alter its already transferred balances and the documents approved by the meeting.
In every scenario keeping traceability is essential: who corrected, when and why. With AmministraPro instalments with payments are protected from deletion, corrections go through simulation and balancing, and the history of changes remains. The allocation and accounting features are described on the /funzioni page, the plans on the /prezzi page.
Frequently asked questions
Can I delete an allocation after issuing the instalments?
It depends. If no instalment has received payments and the year is open, yes: you delete the plan, fix the cause and regenerate the allocation. If there are payments, the software usually prevents deletion to protect the accounts, and you act with a balancing charge on the difference instead of erasing everything.
How do I correct an allocation if an owner has already paid?
Not by deleting the instalment, but by handling the gap with a debit or credit balancing charge on the affected units. The payment already received stays valid and the correction concerns only the difference. Then you communicate the change and its reason to owners, so the picture stays clear.
Can I correct an allocation from a closed year?
Not retroactively. A closed and approved year has already transferred balances and documents resolved by the meeting. The correction is usually brought into the current year, with a balancing charge or an adjustment to the next budget, without altering the values already approved.
How do I avoid counting the same expense twice?
Check that the corrected expense does not generate both the original allocation and a new independent entry. If you adjust an already allocated expense, the software should update the linked allocation rather than create a parallel one. A balancing check after the correction confirms the total has not doubled.
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