Correct, void, or remove a record?
Purpose
When something in CS Logbook is wrong, there are three different fixes, and they mean different things on the record. This page explains which one to use, what each one keeps, and who can do it.
None of them erases history. Every change keeps the original, who made the change, and when.
This is general product information about CS Logbook, not legal advice. Your clinic decides what its records should say; CS Logbook records what you enter and shows you what changed.
Which one do I use?
| What is true | Use | What happens to the record |
|---|---|---|
| The event happened, but a detail was entered wrong (a date, an amount, a name) | Correct | The corrected value takes effect. The old value stays in the change history |
| The record should not exist: it was entered by mistake, twice, or against the wrong clinic | Void | The record is kept and marked Voided. It stays on the list, can still be read, and can no longer be changed |
| The record is valid, but you no longer want it in everyday lists | Remove (archive) | The record is hidden from normal use and kept. Some kinds of record can be restored |
A quick test: if the thing really happened, correct it. If it did not happen, void it. If it happened and is finished with, remove it.
Correcting a record
On most detail pages you click the value you want to fix, change it, give a reason if you can, and save. Clients, patients, licenses and clinic settings are corrected on their Edit page instead. Either way, the record's change history shows the old value, the new value, the reason, who made the change, and when.
- Spot checks can be corrected until they are finalized.
- A ledger correction that changes how an earlier entry was split across containers keeps the original entry and points back to it.
Voiding a record
Void a record that should not be treated as having happened. Today you can void:
- An order form: open it and choose Void this order.
- A spot check: open it and choose Void spot check. See Spot checks.
What a void does and does not do:
- It keeps the record. A voided record stays on its list, marked Voided, with who voided it, when, and why.
- It freezes the record. A voided record can no longer be corrected, completed, or finalized.
- It cannot be undone. If a void was a mistake, record what happened in a new entry.
- It does not change other records. For example, a ledger entry recorded from a voided spot check still stands. Correct it separately if it should not.
Removing (archiving) a record
Remove a record that is valid but finished with, so it stops appearing in everyday lists. It is hidden, not destroyed, and its history is kept.
- Containers: choose Remove from Inventory. A removed container can be restored from the Archived filter on the containers list, with Restore.
- Order forms: choose Remove. The record and its change history are kept.
Whether a removed record can be restored depends on the kind of record. Some are restored by the clinic, some only by support, and some are kept but never brought back, because bringing them back would contradict something already recorded.
Giving a reason
When you correct, void, or remove a record, CS Logbook asks why. A reason is recommended, not required.
- If you leave it blank, the change still goes through.
- An amber note says Reason recommended, so you can add one before you save.
- The history shows No reason recorded where none was given.
A short reason ("duplicate of the entry on 3 March", "wrong clinic selected") makes the record much easier to understand during a later review or inspection.
Who can do what
| Action | Who |
|---|---|
| Correct a transaction field | Owner, admin, manager, staff |
| Void a spot check that is not finalized | Owner, admin, manager |
| Void a finalized spot check | Owner, admin |
| Void or remove an order form | Owner, admin, manager |
| Remove or restore a container | Owner, admin, manager |
See Roles and permissions for the full list.