Correcting or voiding a payment
Fix a mistake without losing the history.
Everyone eventually types $1,500 where they meant $150, or records a payment against the wrong customer. CLEO has two answers for that, and neither of them deletes anything.
Which one do you want?
| If… | Use | What happens to the money |
|---|---|---|
| The payment happened, but you recorded it wrong | Correct | The new figures count; the old entry stops counting |
| The payment never happened at all | Void | Nothing counts; the entry stays as a record that it was entered |
| The payment happened and you gave the money back | Record a refund | Both count: the payment in, the refund out |
The third one is the one people get wrong. A refund is not a mistake — it's a second real event. Correcting or voiding a genuine payment because you refunded it erases the fact that the customer paid you at all.
Correcting an entry
In the History list, open Correct on the entry. You get the whole entry again — Amount, Currency, Received on, For and Note — with the current values filled in. Change what was wrong.
There's also a Why box. It's optional, and it's worth a few words ("Typed the wrong amount", "Wrong customer"), because that's what you or anyone else will read months later.
Press Save correction. CLEO confirms: Corrected. The old entry is kept as history; the new one counts.
What you then see in the history is two entries: the new one, marked as replacing an earlier entry, and the old one, marked Corrected with your reason. Only the new one counts.
Voiding an entry
Underneath the correction form is Or void it — it never happened, with a box for an optional reason and a Void button. CLEO asks you to confirm, and tells you exactly what voiding means: Void this entry? It stays in the history and stops counting.
Then: Voided. It stays in the history and no longer counts.
The entry stays in the list, marked Voided, with your reason beside it. Every total, every ranking, every net figure is calculated as though it isn't there.
What the history shows afterwards
Entries carry a state, so you can always tell what you're looking at:
- Recorded — live, counting.
- Corrected — replaced by a newer entry, not counting.
- Voided — deliberately cancelled, not counting.
The heading over the list says the same thing: Newest first. Corrected and voided entries stay, marked, and do not count.
Each entry also shows who recorded it and when, so a shared account still has a clear trail.
Small print worth knowing
- You can only correct a live entry. Once an entry has been corrected or voided it's settled; if the replacement is also wrong, correct that one.
- Refunds correct the same way. A refund is an entry like any other, so a refund typed wrong gets corrected, and a refund that never happened gets voided.
- Archived customers are read-only. Their history stays visible, but to change anything you bring them back first.
- Ask CLEO won't do this for you. It can tell you what's recorded; corrections and voids are made by a person, on purpose.
With payments, refunds and corrections in place, CLEO has an honest financial record.