This article explains how editing works for expenses and deposits with locked lines, including what happens when a line is part of a published owner statement, falls before the Books Closed date, or has been matched to a bank record.
This is useful when:
An expense or deposit has multiple allocation lines
One or more lines are included on a published owner statement, fall before the Books Closed date, or are matched to a bank record
You still need to edit other parts of the transaction safely
How Locked Expense Lines Work
In VRTrust, only the specific expense lines included in a published owner statement are locked, while other lines on the same expense remain editable.
In the video, we look at an example where:
A multi-line expense includes:
One line allocated to Sunset Palms
One line allocated to San Remo
The San Remo owner statement for December has already been published
The Sunset Palms owner statement is still in draft
In this case, The San Remo expense line is locked, but the Sunset Palms expense line remains editable
Edit an Expense with Locked Lines
Open the expense you want to edit.
Click Edit to enter Edit Mode.
Look for the lock icon on individual expense lines:
Locked lines cannot be changed
Editable lines remain fully adjustable
Note that the date is also locked when an expense is tied to a published statement.
Make any necessary changes to the unlocked lines.
Save your changes.
Editing a Matched Expense or Deposit
Matching an expense or deposit to a bank record no longer locks the entire transaction. A bank-record match only constrains the fields the match itself depends on — everything else stays editable.
Still editable while matched:
Expense Account (the GL coding)
Description
Bill to
Listing / Reservation assignment
Markup
Still locked while matched, because the match depends on them:
Amount
Date
Bank/CC Account (which bank the match belongs to)
Editing one of the still-editable fields does not break, clear, or re-evaluate the existing bank match.
If a matched line is also locked by a published owner statement or the Books Closed date, those locks still win — the line stays fully locked exactly as described above. Only when a bank-record match is the sole reason a line is locked do the fields above unlock.
The Locked due to label on the expense or deposit detail page names the actual reason a field can't be edited (published statement or Books Closed date). If a bank-record match is the only lock in place, the transaction won't show as locked for these fields.
This applies the same way to deposits. Bank transfers are not affected by this behavior.
Why This Matters
It protects the integrity of published owner statements and closed books
It prevents unintended financial changes after publishing or closing
It lets you correct miscoded or misattributed transactions without unmatching and rematching them against the bank feed