Void or delete a bill or bill payment cheque in QuickBooks Desktop

If you record a bill as paid but the supplier never receives the cheque, you may need to void or delete the transaction to correct your records. Voiding a transaction keeps a record of it with a zero balance, while deleting it removes the history entirely and returns the bill to an unpaid status.

Understand the difference between voiding and deleting

Before you change a transaction, consider how it affects your reporting and history.

• Void a Bill or Payment: The transaction amount changes to zero, but QuickBooks keeps a record of the entry for your audit trail.
• Delete a Bill or Payment: The transaction is removed entirely from QuickBooks. This causes the original bill to return to an unpaid status. Deleting can also cause the Transaction Journal report to show payments without their corresponding bills and removes the bill from the cheque's transaction history.

Void or delete a single bill or payment

Follow these steps to update an individual transaction.

1. Go to Suppliers and select Bill Tracker.
2. To open a specific bill or bill payment cheque, double‑click it.
3. From the Edit menu, select Void Bill/Void Bill Pmt-Cheque or Delete Bill/Delete Bill Pmt-Cheque.
4. Follow the next steps, if any, to confirm.

Void or delete multiple bills or payments

Use the Accounts Payable register to manage several transactions at once.

1. Go to Lists and select Chart of Accounts.
2. Double-click the appropriate Accounts Payable account to open its register.
3. In the register, select the bill or bill payment cheque you want to change.
4. From the Edit menu, select Void/Delete Bill/Bill Pmt-Cheque.
   • In case of Void: Select Record, then select Yes to save your changes.
   • In case of Delete: Select OK to confirm.

Results

Your register will update to show the transaction as either voided (zero amount) or removed entirely.