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david40
Level 1

What is the difference between deleting and voiding an invoice?

What is the difference between deleting and voiding an invoice

Solved
Best answer March 12, 2019

Best Answers
MarninaM
QuickBooks Team

What is the difference between deleting and voiding an invoice?

Great question, David!

I'd be glad to clear this up for you. 

The difference between void and delete is something that QuickBooks users need to consider. Both these actions will make a difference in the way your books are organised and rendered inside QuickBooks. Open invoices should be directly deleted unless they are needed for a later date. 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.

Hence, if you want to stop a particular payment from being realized by QuickBooks, select void. For removing the receipt from QuickBooks, select delete. If you want to perform both of these actions then first void the transaction and then hit delete. This will stop the payment process as well as remove the receipt from your records.

I'd be glad to hear back from you if you have other questions. Have a great day.

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11 Comments
MarninaM
QuickBooks Team

What is the difference between deleting and voiding an invoice?

Great question, David!

I'd be glad to clear this up for you. 

The difference between void and delete is something that QuickBooks users need to consider. Both these actions will make a difference in the way your books are organised and rendered inside QuickBooks. Open invoices should be directly deleted unless they are needed for a later date. 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.

Hence, if you want to stop a particular payment from being realized by QuickBooks, select void. For removing the receipt from QuickBooks, select delete. If you want to perform both of these actions then first void the transaction and then hit delete. This will stop the payment process as well as remove the receipt from your records.

I'd be glad to hear back from you if you have other questions. Have a great day.

View solution in original post

linajanehayden
Level 2

What is the difference between deleting and voiding an invoice?

but by simply voiding or deleting an invoice...won't this mess up my previous balance sheet? As the A/R will therefore be changed?
trish26
Level 1

What is the difference between deleting and voiding an invoice?

I would also want to know if there is a way to void an invoice from a previous month/period without making any changes in the balance sheet.

Anonymous
Not applicable

What is the difference between deleting and voiding an invoice?

 Hello, linajanehayden, trish26.  


Voiding an invoice will always affect your AR account and Balance Sheet. As a workaround, you can void it then create a journal entry to offset the amount.
The journal entry should have the same date with the voided invoice and should use the same accounts as the invoice did. Once done, create another journal entry with the current date using the same accounts to offset the first journal entry created. 


It’d be best to consult your accountant before doing these steps for proper recording. 


Drop by again if you have other concerns with QuickBooks. 

TBC21
Level 1

What is the difference between deleting and voiding an invoice?

How can you book bad debt expense against an invoice and get rid of the invoice?

JessT
QuickBooks Team

What is the difference between deleting and voiding an invoice?

Hi TBC21,

 

I've got information to enter bad debt in QuickBooks Online.

 

There are a few methods to record a bad debt depending on the accounting method you use or if you're using the allowance method. We've listed the steps in the article about writing off bad debt, and you can select the method that is best for your scenario. Please check this out: Write off bad debt.

 

If you have other questions, you can always visit us back here and we'll be happy to answer them.

TomWe
Level 1

What is the difference between deleting and voiding an invoice?

The answer to this question also depends on "what exactly happened" so you are doing everything correctly with respect to GAAP and proper documentation, when it comes to accounting information systems.

 

Personally, I would never delete if it went out to any party outside the organization.  Even if it was a fraudulent sale.  Someone could later present that document to the organization and claim for it to be valid.  You would want a record of the voided invoice in QB, in cases like "the actual exchange of goods never actually happened"

 

If it's a bad debt, you also need to keep the original invoice and record the write-off separately.

 

sandra-eid
Level 1

What is the difference between deleting and voiding an invoice?

person chat please

Georgia - Product Expert
QuickBooks Team

What is the difference between deleting and voiding an invoice?

Hi Sandra-eid, 

 

If you'd like to contact our QuickBooks support team, you can by either:

- Clicking the 'Help' button in your QuickBooks

- By visiting the contact us webpage

 

Thank you,

Georgia

gf21
Level 2

What is the difference between deleting and voiding an invoice?

If you delete the invoice will the job costing time & parts be available to invoice again under that same invoice/job#?  Will all items go back to unbilled and allow us to recreate a corrected invoice?  Or should we void the invoice to do that?

Thanks

MaryLandT
QuickBooks Team

What is the difference between deleting and voiding an invoice?

Yes, the job costing time and other line items are still available if you create again in the invoice after deleting it, gf21.

 

Deleting a transaction removes the entry entirely in QuickBooks. And, paid bills will return to unpaid status.

 

Also, deleting the bill causes the Transaction Journal Detail report to display a bill payment without the corresponding bill. There's also no bill associated with the payment check when you go to its transaction history.

 

You can use the Audit log to get the details of the deleted invoice. Let me show you how to use the feature:

 

  1. Go to Settings ⚙and select Audit Log.
  2. Select Filter.
  3. From the Filter ▼ drop-down menu, select the appropriate user, date, and event(s).
    deleted transactions from the audit log.png
  4. Select Apply.
  5. Locate the deleted transaction.
  6. To easily find deleted transactions, use the browser search Ctrl + F and type "deleted".
  7. Under the History column, select View.
  8. All the information needed for the transaction can be found under the Event column.
     

Using the information from the Audit log, you can re-enter the transaction with its original transaction date.

 

Additional tips for your transactions:

 

  • Audit Log only works for transactions that were saved.
  • There is no available report for deleted transactions.
  • Consider voiding a transaction instead of deleting or completely removing it from your records.

To get more help with the Audit log feature, check out this link: Learn what the audit log can do and how to use it to keep an audit trail.

 

Stay in touch with me if there's anything else you need with your transactions in QuickBooks. I'm always right here to help you.