by Intuit•568• Updated 2 months ago
Learn how to void and delete a transaction in QuickBooks Online.
If you create a transaction by mistake in QuickBooks Online, you’ll need to either void or delete it so it doesn't affect your account balances or reports. In this article, we’ll show you the difference between voiding and deleting transactions and how to do it.
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If a transaction isn't a mistake, find out the best way to handle it. Talk to your accountant or find a ProAdvisor. For example, if a customer owes you money but you know you won't be paid, learn how to write off bad debt.
Understand the difference between voiding and deleting a transaction
If you void a transaction, the record of it remains in QuickBooks but it won’t affect your books. If you delete a transaction, it's entirely removed from your books and won't appear in any reports or accounts. You can view some details of the deleted transaction in the audit log, but you can’t recover the whole transaction.
Tip:For good bookkeeping, it's better to void than to delete it to keep the whole record of the transaction. Only delete a transaction if you’re sure that you don’t need a record of it.
You can delete all transaction types in QuickBooks, but you can only void certain transaction types. Here are the transactions that can’t be voided:
- Estimates
- Deposits
- Vendor credits
- Purchase orders
- Delayed charges
- Bills
Note: You can't void bills, but you can void bill payments.
If you're still not sure whether to void or delete a transaction, reach out to your accountant. If you don't have one, we can help you find a ProAdvisor.
Void or delete a transaction
To keep your account balances and reports accurate, void or delete transactions that are made by mistake.
- Go to Sales, then select All sales (Take me there).
- Find the invoice that you want to void or delete.
- In the Action column, select the dropdown ▼, then select Void or Delete.
Note: You can write off a transaction as a bad debt if it's correct but you won't get paid for it. If you’re not sure, check with your accountant for the best way to handle it.
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FAQs
When you void a transaction in QuickBooks, you still have a record of the transaction, but it won't affect your account balances or reports. When you delete a transaction in QuickBooks, the transaction is completely erased from your books, and it won't appear on any reports or in any accounts.
Is it better to void or delete a check in QuickBooks? ›
Tip: For good bookkeeping, it's better to void than to delete it to keep the whole record of the transaction. Only delete a transaction if you're sure that you don't need a record of it. Note: You can't void bills, but you can void bill payments.
How do you batch delete or void transactions in QuickBooks Online? ›
Go to the Accountant menu, then select Batch Delete/Void Transactions…. Find and select the checkboxes next to the transactions you want to delete or void. Select Review & Delete if you want to delete the transactions. If you want to void them, select Review & Void.
What is the difference between void and delete transactions in Quicken? ›
When you delete a transaction, Quicken removes the transaction from the register and recalculates all subsequent balances. If you need to retain a record of the transaction, consider voiding it instead.
What is the difference between delete and void? ›
By deleting the invoice, users will be permanently removing it from their company file. On the other hand, voiding an invoice cancels a particular payment or invoice. Voiding an invoice will keep the invoice number and list it in reports but changes the amounts to zero.
What happens when you void a payment in QuickBooks Online? ›
by Intuit• 5• Updated 2 months ago
Void a Bill/Bill Payment check - the amount changes to zero but keeps a record of the transaction in QuickBooks. the transaction is removed entirely from QuickBooks. It also causes the bill(s) paid to return to unpaid status.
Should I delete or void a paycheck in QuickBooks? ›
You can delete paychecks if you haven't sent your payroll to us yet. Void a paycheck: This changes your paycheck dollar amount to zero. You may need to make adjustments to balance your books. This doesn't stop a direct deposit from processing and doesn't return funds to you.
Is it better to void or delete an invoice? ›
If you want to cancel an invoice, you can void it, thereby preserving historical information for any future audits. You can then delete the voided invoice if you don't want to preserve a record of it in your financial history.
How to clear transactions in QuickBooks Online? ›
Clearing old unreconciled transactions
- From the File menu, select Switch to Single-user mode. ...
- Go to the Accountant menu and select Batch Delete/Void Transactions.
- Choose the transactions you want to delete or void from the Available Transactions list.
- Click on Review & Delete (or Review & Void).
Is there a way to mass delete invoices in QuickBooks Online? ›
Here's how:
- Go to the Sales menu, then select the Invoices tab.
- On the Status dropdown, choose Paid to show invoices linked to payments. ...
- Check the invoices you want to delete (or check the box column to select all of them).
- Click the Batch actions button.
- Select Delete.
- Hit Delete.
Access the Audit Log from the Gear icon to recover deleted files in QuickBooks. Filter the log to show "Deleted/Voided Transactions." Find the transaction you wish to restore, click "View" next to it, and then select the "Restore" option at the top right corner of the details window.
When should you void instead of delete a check? ›
Void a check if you want to keep a record of the check in QuickBooks. Deleting a check completely wipes off the recorded transaction from QuickBooks. It'll seem as if the transaction never occurred.
Why would you void a transaction? ›
The business can void the transaction to cancel the sale and prevent the customer from being charged. The customer might also change their mind about their payment method; if the transaction has not been settled, the original transaction can be voided so the customer can pay with their preferred method.
What is the difference between delete and void in QuickBooks desktop? ›
When you void a transaction in QuickBooks, you still have a record of the transaction, but it won't affect your account balances or reports. Deleting a transaction in QuickBooks removes it entirely from your books, and it won't appear on any reports or in any accounts.
Does voiding a transaction cancel it? ›
A void transaction cancels a credit or debit card transaction before the funds have been transferred from the customer's account to the business's account. Timing: Voiding is typically done shortly after the transaction is initiated, often within the same business day.
What happens to deleted transactions in QuickBooks? ›
Once you delete a transaction, there's no way to restore it. Using the Audit Log, however, you can recover the details of the deleted transaction so you can re-enter it.
Can you undo a voided transaction in QuickBooks? ›
There is no automatic way to reinstate a voided transaction. However, you can open and view most of the information for the transaction, then just re-enter the transaction manually.