Correct an expense record by changing the inaccurate field, preserving the original evidence and recording why the correction was made. Avoid deleting and recreating the transaction when an authorized edit can leave a clearer history.

Identify the type of correction

First determine what is wrong:

• a typo in the supplier, date or amount;
• an incorrect category or business-purpose note;
• the wrong payment source;
• a duplicate record;
• evidence attached to the wrong transaction; or
• a record assigned to the wrong Business.

The safest correction depends on the error. A spelling fix is different from moving financial history between Businesses.

Preserve the source and the sequence

Keep the original receipt, invoice or statement evidence unchanged. Record the corrected value, the reason, who made the change and when it was made. The CRA’s electronic record-keeping guidance describes an audit trail as information that lets a transaction be traced from source documents through the summarized accounts.

A useful correction note is specific: “Payment source corrected after matching the October card statement” is more helpful than “fixed.”

Avoid delete-and-recreate shortcuts

Deleting a record can break links to attachments, bank matches, reviews or repayments. It can also hide when the original mistake occurred. Use an approved edit, archive, reversal or void workflow that preserves history.

If the record belongs to another Business, do not simply copy it and leave both versions active. Confirm ownership, remove or archive the incorrect assignment through the controlled workflow, and verify that the destination Business receives only the authorized record and evidence.

Recheck connected records

After a correction, review anything that depended on the original value:

• bank or card reconciliation;
• owner repayment balance;
• receipt status;
• monthly-review completion;
• invoice or contractor links; and
• reports or exports already prepared.

Use SilaTrail’s monthly review, bank-statement matching and year-end readiness to surface affected items without silently deciding their treatment.

Handle closed periods deliberately

If a completed month or previously shared export is affected, reopen or re-review it under your normal control process. Keep a note describing what changed and provide the updated package to the authorized accountant or reviewer.

Frequently asked questions

Should a typo be deleted and re-entered?

Usually no. Correct the field and retain the change history when the system supports it.

What if the category changes after accountant review?

Preserve the accountant’s instruction or review note, update the category and recheck affected reports. Do not alter the source document.

Can an expense be moved between Businesses?

Only through an authorized, controlled correction. Access to one Business must never expose or alter another Business’s records.

Official guidance

Read the CRA’s electronic record keeping guidance and recordkeeping responsibilities.

This process protects the record trail; it does not provide accounting or tax advice.