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Accountant tools: Batch delete or void transactions

The Batch Delete/Void Transactions utility (BDT) allows you to quickly and securely delete or void transactions by batch within QuickBooks Desktop. This article will guide you how to use the tool by enumerating its parts and functions and by walking you through the process itself.

  • The utility is only available in QuickBooks Desktop Accountant 2017, Enterprise and Enterprise Accountant 17.0, and later versions.
  • Only the Admin and the External Accountant users can access the utility.
  • The Batch Delete/Void Transactions utility does not support multi-currency.

The Batch Delete/Void Transactions utility

Its parts and functions

  • Select common transaction types

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You can choose what Transaction Type appears on the Available Transactions list. This includes transactions such as bill payment cheques, bill refunds, bill credits, refund cheques, and finance charges.

  • Show/hide linked or voided transactions

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When Show linked transactions is selected, any transaction attached to another transaction (i.e. an invoice paid with a payment) will appear in the Available Transactions list under the Linked Trns column.

When Show voided transactions is selected, any transaction marked as voided will appear in the Available Transactions list.

  • Filter transactions

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To filter transactions showing on the Available Transactions list, choose any of these available options from the Show transactions by drop-down:

  • Entered date
  • Last modified date
  • Transaction date
  • Customize the appearance of the Available Transactions list

You can personalize the way the Available Transactions list are displayed by:

  • Clicking and dragging columns to any location you like on the Available Transactions list.
  • Clicking the column header to sort any column on the list.
  • View transactions linked to highlighted transactions

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When the Show linked transactions checkbox is selected, the transactions linked to any highlighted transaction will be displayed.

To delete or void transactions by batch

Before proceeding, take note that these transactions cannot be deleted or voided using the Batch Delete/Void Transactions utility:
  • Invoices with reimbursed expenses, times, mileage, or items
  • Invoices with billable time and costs
  • Pay cheques
  • Payroll Liability Cheques
  • Sales Tax Payments
  • Online Bill Payments
  • Any transaction in a closed period

If you need to remove these transactions, press CTRL+D on your keyboard or go to the Edit menu > Delete while on the transaction. You can uncheck Warn when deleting a transaction or unused list item to remove the warning message when pressing Ctrl+D (Edit > Preferences > General > My Preferences).

  1. Make sure that you are in single-user mode. If you are in multi-user mode, go to the File menu > Switch to Single-user mode.
  2. From the Accountant menu, select Batch Delete/Void Transactions...
  3. Select the transactions you want to delete or void from the Available Transactions list.
  4. Select Review & Delete (or Review & Void).
  5. On the Review Batch Delete (or Void) Transactions screen, you will be presented with the option to Back Up & Delete (or Back Up & Void). You can also skip this by selecting Delete only (or Void only) from the Back Up & Delete (or Back Up & Void) drop-down.User-added image
  6. On the confirmation window, select Yes to proceed.
  7. Once the transactions are deleted or voided, you will be given the option to View Deleted/Voided Transaction Report so you can print a copy of the transactions that were deleted/voided.

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