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.
If a transaction isn't a mistake, find out the best way to handle it. Talk to your accountant, find a ProAdvisor or do a little research. 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.
FAQs
So when Deleting will remove the transaction entirely in Quickbooks. Voiding will change the amounts to 0 but the transaction will still be in the system, just not affecting any accounts.
What is the difference between void and delete in QuickBooks? ›
So when Deleting will remove the transaction entirely in Quickbooks. Voiding will change the amounts to 0 but the transaction will still be in the system, just not affecting any accounts.
What happens if you void a transaction in QBO? ›
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.
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.
How do I delete a transaction in QuickBooks Online? ›
To delete a transaction:
- Find the transaction to delete. You can use the Search icon at the top right to find it.
- From the footer, click More.
- Select Delete.
- Click Yes to confirm.
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.
When should you void instead of delete a check? ›
A check can be deleted only if it is not printed, accrued, or posted, in which case, it must be voided using Void Checks.
Should I void or delete a payment in QuickBooks? ›
Before you decide to delete or void a bill/bill payment check, consider this: 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.
Why would you void a transaction? ›
A void transaction is a debit or credit card transaction that is canceled by the merchant before it is settled by the cardholder's bank and the merchant has received payment. Transactions are often voided when customers or merchants discover that an error has occurred, or when fraud is suspected.
What happens when you void a transaction? ›
A void transaction is one that is cancelled by you, the merchant, before it's settled with your payment provider. If you void a transaction, you won't pay any credit card processing costs (such as per-transaction fees), nor will your customer be charged for the amount of the purchase.
How do I delete all transactions and start all over?
- At the top menu bar, click Customers.
- Select Customer Center.
- Click Transactions.
- Select Invoices.
- Open all the invoice transactions one at a time, and click Delete.
- Click OK on the pop-up window once you delete the invoice.
You can void a payment if the transaction hasn't settled yet. QuickBooks keeps track of this for you. If you try to void a payment that's already settled, QuickBooks lets you know, and you can refund it or give a credit instead.
How to recover deleted transactions in QuickBooks Online? ›
- Go to Settings. ...
- Select Audit Log.
- From the Filter ▼ dropdown menu, select the appropriate user, date, and event(s).
- Select Apply.
- Locate the deleted transaction. ...
- Under the History column, select View.
- All the information needed for the transaction can be found under the Event column.
Can I void a batch of checks at once?
- Go to the File menu and select Switch to Single-user mode. ...
- Go to the Accountant menu and tap on Batch Delete/Void Transactions.
- Choose the transactions you want to delete or void from the Available Transactions list.
- Tap Review & Delete (or Review & Void).
Edit a transaction
- Find and select the transaction in the account register to expand the view.
- Make changes to the available fields.
- If you want to change something in the grayed-out sections, select Edit. ...
- When you're ready, select Save or Save and close.
Delete transactions imported from a specific CSV
Select the profile ⚙ icon and then Imports. Select the bank account you imported the CSV file into. In the Files imported section, select the trash icon for a file.
What happens if you delete an account in QuickBooks? ›
The account will be made inactive in QuickBooks. You won't see it anymore unless you go to your chart of accounts and use the Gear icon to show inactive accounts. If the account has a non-zero balance, QuickBooks will make an adjusting transaction.
What is the difference between voiding and deleting a check in QuickBooks online quizlet? ›
Q: In Quickbooks online,what is the difference between voiding and deleting a check? A: Voiding a check keeps it in reports but reduces its value to zero. Deleting a check removes it from reports other than the Audit Log.
What does deleting an invoice on QuickBooks do? ›
Items on the deleted invoice will be marked unbilled. Deleting an invoice in QuickBooks will make all the items on that invoice show up as not billed.
What is the difference between voiding and deleting in DocuSign? ›
Deleting an envelope does not remove the envelope from the Inbox of Recipients (if they have a DocuSign account). On the Recipient side they have an envelope that was Sent to them and they can “decline to sign” during their Recipient action which acts as a Client side “void”, the envelope is dead.
