HOw can I hide transactions before a certain date?

Hello there, @faykagan-gmail-c.

In QuickBooks Online, there's no option to directly hide all the transactions from all of your accounts. If these transactions are no longer needed, you can delete or void them one-by-one. The steps below will guide you through the process. 

1. Go to the Accounting menu on the left panel. Then, choose Chart of Accounts.
2. Click View register beside the account where entries are located.
   
3. Select the transaction/entry you want to delete. Click Delete.
   
4. A message will pop-up asking you to confirm the delete option. Click Yes.

Also, you can select specific dates on how you want the account generate the transactions. Click the Funnel icon and enter the appropriate dates. Then, select Apply.

You'll want to check this article to get more tips and information when voiding and deleting transactions in the program: Void or delete transactions in QuickBooks Online.

You can go back here if you have additional questions about QuickBooks transactions. The Community will be right here for you. Take care and stay safe always.

Hi faykagan-gmail-c,

Hope you’re doing great. I wanted to see how everything is going about hiding or deleting transaction from your accounts. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at anytime.

Looking forward to your reply. Have a pleasant day ahead!

How do I do this if I am not using QB online?

How is this done if I am using QB desktop not online?

Thank you for joining this thread, @PastorRob. I'll share the steps to delete a transaction in QuickBooks Desktop.

Check to see if you've reconciled your account. It is because removing a transaction can affect the beginning balance. 

When deleting a transaction, you can open the transaction and choose Delete.

Follow the steps below for the detailed steps to delete a transaction:

1. Choose the Customers or Vendors tab.
2. Select Customer Center or Vendor Center.
3. Go to the Transactions tab.
4. Open the transaction you want to delete by double-clicking it.
5. Click the Delete button.
6. Choose Yes if a warning message pops up.
7. Then, click OK.
8. Select Save and Close.

For your future reference, here's an article to guide you in customizing a report in QuickBooks Desktop: Customize reports in QuickBooks Desktop.

Click the Reply button below if you have additional questions about deleting a transaction in QuickBooks Desktop. I'm always around to help.

Is there a way to delete a range or transactions?  I'd like to delete everything prior to January 1.

Yes, there is, Rob.

You'll want to go to the Sales or Expenses menu and delete your transactions. I'll show you how.

1. Go to the Sales menu and select the All Sales tab.
2. Click the Filter drop-down menu and modify the search option and date.
3. Select Apply.
4. Locate and open each transaction and delete them.

If you're referring to your expenses transactions, simply go to the Expenses menu and select the Expenses tab. Then follow steps 2 to 4 above to delete your preferred transactions.

Furthermore, I'd recommend working with your accountant. This way, we can ensure the safety of your accounts after deleting those transactions.

Once you're all set, you might want to check out this article for guidance in seamlessly matching your accounts: Reconcile an account in QuickBooks Online.

Please let me know in your reply if you have other questions about managing your transactions in QBO. I'll be around ready to help you. Have a great day ahead! 

@PastorRob 

Which QB Desktop year version do you have? You can utilize the Condense Data utility on QBD 2019 or later versions to remove older transactions.

I have 2019 I believe.  How do i do it with the condense option?

Hello, Rob. 

Thanks for getting back to us. I'll show you how you can use the Condense option. I'll also throw in some other options to help you take care of those transactions prior to January 1. 

If your goal is to simply reduce the file size, you'll want to go to the Utilities menu to use the Condense Data utility.

To elaborate the steps, go to File and hover on Utilities, then select Condense Data.

Take note that the Condense Data utility affects the entire company file. We're unable to select a specific date range for the utility however. 

I'd also recommend reading this article before trying out the Condense Utility tool: Use the Condense Data utility. 

However, are you simply trying to correct those entries prior to January 1? If that's the case, then there's a couple of options for you to do this. 

Aside from using the Condense Data Utility, you can use the batch delete transactions option. This is only available if you have the QuickBooks Desktop Accountant edition. 

Before doing this, create a backup of your company file. 

To use the batch delete option:

1. Switch to single-user mode by going to the File menu, then selecting Switch to Single-user mode. 
2. Go to the Accountant menu, then select Batch Delete/Void Transactions.
3. Set the date range prior to January 1. 
4. Check the transactions you want to delete. 
5. Click Review & Delete. 

Another way is to simply create a new company file (if you have a regular Desktop edition). You'll want to leave the old file as an archive.

Then, start adding the correct entries prior to and after January 1 in the new company file. 

Need to verify and check your entries through reports after making corrections? This article has all the guides and details you need to run and use the reports effectively: Understand reports

I'm more than happy to lend a hand again if you have more questions about managing your entries in QuickBooks. Do you need to reconcile, run reports or manage your lists? Let me know and I'll see what I can do. 

Condense data does not delete transactions

Condense data does not delete transactions

I've come to share additional input when deleting transactions in your company file, what99.

Condense data utility tool can help reduce the file size of your data, remove list entries, and repair damages to your account. Utilizing this feature allows company owners the option to keep or delete selected transactions. With this, you might want to visit this material for more detailed insight: Use the Condense Data utility.

Once ready, here's how you can condense your data by removing selected transactions:

1. Go to File and select Utilities. Then, hit Condense Data.
2. Choose Remove the transactions you select from your company file and tap Next.
3. Select the transactions you want to remove, how transactions would be summarized, and how inventory should be condensed. Then, click Next
4. Follow the on-screen steps and hit Next.
5. Once everything's ready, select Begin Condense. Wait for the process to complete, then Close.

On the other hand, you can follow the steps mentioned by Jamespaul, above if you want to remove the entries in batch.

Moreover, you can run specific reports to help you review your business' finances and customize them when needed.

I'll keep this thread available for any added concerns when managing transactions in your account. Just let me know anytime you need further help, and I'll make sure to back you up. Stay safe and have a good one!

@what99 

You can use the Condense Data utility to delete transactions. That means condense data prior to 1/1/2023 = delete ALL transactions prior to 1/1/2023.

The condense feature will NOT delete data if used in the desktop pro version.

This will not delete all transactions prior to the date you choose.

I used the condense feature to try to solve an issue with migrating from desktop to online.

I had old unbilled expenses from 1999 thru 2008.

I condensed all data prior to 2010.

The old data was still there albeit only in subtotaled categories but it is still there and is not deleted.

It would be great if it did delete the transactions but it does NOT.

It condenses the subtotaled categories to reduce file size but does NOT delete the audit trail; of those transactions.

I believe that may be possible if you have the Accountant version but not the Desktop Pro version

@what99 

It would be great if it did delete the transactions but it does NOT.

It condenses the subtotaled categories to reduce file size but does NOT delete the audit trail; of those transactions.

Which QB Desktop year version do you have? The built-in Condense Data utility has limited functions. You can purchase a 3rd party condense service to remove transactions, unused item lists and audit trail if required.