Solved

How do I add back (recreate) a reconciled transaction I deleted by mistake in QuickBooks Online?

Forum|Forum|5 years ago
October 2, 2021
15 replies
644 views

I NEED TO REVERSE A DELETION

QuickBooks Online

Best answer by sofiamdc-2341

This is fully recoverable: because QuickBooks doesn't "restore" a deleted transaction, you recreate it using the details saved in the Audit log, then mark it reconciled again in the register. The key step people get stuck on is the recreate itself, so here's exactly how to do both parts.

Step 1: Get the deleted transaction's details from the Audit log

Everything you need to rebuild the transaction is recorded in the audit log, which keeps events for two years.

Select Settings (the gear icon), then Audit log. (You'll need admin access for this one.)
Select Filter, choose the user, date, and events, then select Apply.
Find the deleted transaction and select View in the History column to see its full details (date, amount, account, payee). Tip: use your browser's search (Ctrl + F) and type "deleted" to spot deletions fast.

One heads-up: if the deletion is older than that two-year window, it may no longer appear in the log. On QuickBooks Desktop, the audit log is called the Audit Trail: go to Reports, then Accountant & Taxes, then Audit Trail. Reference: Use the audit log to re-enter deleted transactions in QuickBooks Online.

Step 2: Recreate the transaction (the part that was missing)

Recreating just means entering the transaction again, with its original date.

Select + New, then choose the same transaction type shown in the audit log (for example Expense, Check, or Journal entry).
Enter the same details, and be sure to use the original transaction date.
Select Save and close.

Tip: you can also add it straight into the register. Go to Settings, then Chart of accounts, find the account, select View register (called Account history in some layouts), then add the transaction there with the same details.

Step 3: Mark it reconciled again

Reconciled status comes back with three clicks in the register.

In that account's register, select the recreated transaction to expand it.
In the checkmark column, select the box until it shows R (it cycles from blank to C to R).
Select Save.

That's the same status box used to unreconcile transactions, just cycled the other way: Undo or remove transactions from reconciliations in QuickBooks Online.

If your reconciliation or beginning balance is now off

After you recreate the item, it may still appear on the Reconciliation Discrepancy Report, but the Total Discrepancy Difference should read $0.00, and your beginning balance should match your statement again so you can resume reconciling. If it doesn't, work through Fix issues with your beginning balance for accounts you've reconciled before.

DivinaMercy_N

Moderator

I've got here steps that will surely help you, @leann9.

You'll have to manually recreate the deleted reconciled item in QuickBooks Online (QBO). To get the details of that deleted transaction, you'll have to check your Audit Log. Here's how:

Click the Gear icon and select Audit Log.
Select the Filter drop-down and pick the appropriate user, date, and event(s).
Once done, click Apply.
Then, locate the deleted transaction.
When you found the deleted item, click View under the History column.
You'll see all the information needed for the transaction under the Event section.
Use that details to re-enter the transaction with its original date.

Once finished recreating the deleted item, go to your account register to manually reconcile the transaction. Let me guide you how:

Click the Gear icon and choose Chart of Accounts.
Look for the account where the transaction is allocated. Then, select View register.
Select the transaction to expand the view.
Under the check column, continuously click the box until you see R (reconciled).
Then, select Save.

For your reference, feel free to visit this article: Undo or remove transactions from reconciliations in QuickBooks Online. It also includes steps in fixing reconciliation errors.

You can also generate a handy copy of your reconciliations to have a reference guide in the future. You can also print or export it and save it on your desktop folder.

I'm here to back you up again if you have more questions about adding back a deleted reconciled item in QBO. Just leave the details here and I'll get back to you as soon as possible.

J

jackieh

By mistake I deleted a transaction that had already been reconciled, and now that I am going to reconcile again my initial balance has a discrepancy, how do I correct it?

we have Quickbooks enterprise.
Can I re-enter a transaction that has already been reconciled? Will it affect the final balance - initial in my next reconciliation?

Q

QueenC

Moderator

Thanks for joining the thread, @jackieh. I can see that you're experiencing the same issue with other users on the thread but with a different product. Mistakes do happen and I can see how this delayed your reconciliation process. No worries, I know a way to fix a mistakenly deleted reconciled transaction in QuickBooks Desktop.

First, let's identify the deleted transaction by going to your Audit Log:

Go to the Reports menu then select Accountant and Taxes.
Choose Audit Trail from the side menu.
Customize the report by filtering specific date range to easily find the deleted transaction.

When found, take note of the details then re-enter the transaction with the same details such as the date and amount. When done, you can reconcile it again. You can refer to this article for detailed instructions on performing a mini or special reconciliation to get your books accurate as they should be: Reconcile previously deleted and re-entered checking or credit card transactions.

By performing the steps above, we'll be able to get rid of the discrepancy and ensure that the initial balance for your next reconciliation won't get affected.

I've also included additional articles that'll help you fix reconciliation issues or discrepancies:

Moreover, did you know that QuickBooks Desktop has an available report that'll help us locate transactions that cause reconciliation discrepancies? Yes, you heard it right and it is the Reconciliation Discrepancy report. To help you run this report and any other available reports, feel free to check out this article: How to run and customize reports in QuickBooks Desktop.

Feel free to drop by again if you need more help in handling a deleted reconciled transaction in QuickBooks Desktop. Rest assured, we are committed to your success and are here to support you every step of the way. Stay safe.

C

Churchbooks2

I do not have a gear on the right upper corner and the gear I found does not have Audit log under it

RenjolynC

Level 9

Thanks for joining in on this thread, Churchbooks2.

It seems like you have the desktop version of QuickBooks. The Audit Log is called Audit Trail for this this version, and you can find this report by following these steps:

Go to Reports located at the top.
Select Accountant &Taxes, then choose Audit Trail.
Click the Customize Report button to filter the report.

To learn more about the different reports and how to customize them in QuickBooks Desktop, you can check out these guides:

As for fixing your reconciliation, please feel free to read this article: Learn the reconcile workflow in QuickBooks.

You can reach out to me again if you have any additional questions or other concerns. I'll be right here to help you out. Have a good day ahead!

S

Sophiya

Why won't anyone actually answer the question: How do I recreate a transaction? Found the audit log, found the transaction details, found the register. Great, now how do I actually recreate the transaction for it to show up in the register?

J

JoanaC

QuickBooks Team

Hi there, Sophiya.

If a transaction is deleted, it must be manually recreated exactly as it appears in the Audit Log.

Here's a step you can follow to recreate a transaction:

Go to your left panel.
Click +New.
Select the appropriate transaction base on the audit log.
Fill up the necessary information.
Click Save and Close.

Once done, we must mark it as "R" to indicate that it has been reconciled in your register if the transaction was previously reconciled.

Here's how to mark it as "R":

Go to Chart of Accounts.
Click View Register.

3. Find the recreated transaction an click the transaction.

4. Under the check mark, click it until "R" will show.

5. Click Save.

Let me share an article for your reference:

Learn the reconcile workflow in QuickBooks.

Let me share some articles that can assist you with your reconciliation:

If you still have concerns with recreating your transactions, you can always reply on the thread or create a new post. Have a lovely day!

A

Anonymous

I accidentally deleted a reconciled journal entry. When I try to re enter it and manually Reconcile it, it gives me an error saying that "inclusive tax type is not aloud" the tax is exempt. There is no tax. How do I get around this so o can continue to Reconcile?

sofiamdc-2341

Answer

Community Manager