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Void or delete transactions in QuickBooks Online

by Intuit Updated 4 days ago

Learn how to void or delete invoices, expenses, and other transactions in QuickBooks.

Do you need to undo a transaction? You can void or delete it so it doesn't affect your account balances or reports. If the transaction is recurring, you can also turn it off to prevent it from being created again.

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.

If you’re ready to void or delete a transaction, continue with the steps here.

Understand the difference between voiding and deleting transactions

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. You can use the audit log in QuickBooks to recover some details of the transaction, but you can't recover the entire transaction. Only delete a transaction if you're sure you don't need a record of it.

For good bookkeeping practices, it's better to void a transaction when you can, rather than deleting it. This way, you keep a record of the transaction. You can delete all transaction types in QuickBooks, but you can only void certain transaction types. The following transactions can't be voided:

  • Estimates
  • Deposits
  • Supplier credits
  • Purchase orders 
  • Delayed charges 
    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

Once you decide whether you need to void or delete a transaction, here's how to do it:

  1. Go to Sales then select All sales (Take me there) or Expenses (Take me there).
  2. Find the transaction. In the Action column, select the small arrow ▼ icon and then select Void or Delete.
  3. Select Void/Yes or Delete/No to confirm.
  4. There is another way to void a transaction: Go to the required transaction. In the Action column, select the small arrow ▼ icon and then select View/Edit to open the transaction.
  5. If you want to include the date and reason you’re voiding or deleting the transaction, enter that info in the Memo or Message section.
  6. Select More in the footer. Then select Void or Delete.
  7. Select Yes to confirm.

You can only void one transaction at a time. Since the change is permanent, QuickBooks limits how many you can void to prevent mistakes.

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