Learn how to void or delete invoices, expenses, and other transactions.
If you create a transaction by accident, there are a few ways to handle it. You can either void or delete it to remove it from your books. For some transactions you can only void or delete, but not both.
As long as you don't need the transaction to stay on your books, you're safe to void or delete it. If the transaction isn't a mistake, talk to your accountant and learn more about writing off bad debt. If the transaction is recurring, here's how to manage and turn off recurring transactions.
Step 1: Decide whether to void or delete a transaction
In most cases, it's best to void transactions since you'll always have a record of them.
When to void a transaction
When you void a transaction, you cancel all payments associated with it (a process called "zeroing out"). The transaction won't impact your reports or account balances, and you'll always have a record of it. That's key to good accounting.
When to delete a transaction
When you delete a transaction, you completely erase it from your books. It won't appear anywhere on your reports or in your accounts. You can use your Audit Log to recover some details, but you can't recover the transaction.
If you're still not sure which is best, reach out to your accountant.
If you don't have one, we can help you find a ProAdvisor.
Void or Delete transactions
You can delete any type of transaction in QuickBooks.
However, there are some transactions you can't void: estimates, deposits, vendor credits, purchase orders, delayed charges, or delayed credits. You can't void bills, but you can void bill payments.
- Go to the Sales or Expense menu.
- Find and open the transaction.
- Review the transaction. Make sure you need to void or delete it.
- If you want to include the void or delete date, add a note to the Memo or Message section.
- Select More in the footer. Then select Void or Delete.
- Select Yes to confirm.
This voids the transaction and associated payments from the day you created the original transaction.
Note: If you want to include the void date, remember to add a note to the memo or message section before selecting void or delete.
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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