Void or delete transactions in QuickBooks Online and QuickBooks Desktop

Void or delete transactions created by mistake to maintain accurate account balances. For record-keeping purposes, voiding is recommended over deleting because it keeps a record of the transaction in your books without affecting your totals.

Difference between voiding and deleting

• Voiding: The transaction remains in your records, but the amount is changed to zero so it does not affect your balances.
• Deleting: The transaction is removed entirely from your books, although a record is kept in your audit log.

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Manage transactions in QuickBooks Online

Verify the transaction is a mistake by comparing it against external receipts or emails before proceeding.

Steps to void or delete

1. Go to All apps , then Sales & Get Paid, then Sales transactions (Take me there).
2. Find the invoice you want to modify.
3. In the Action column, select the dropdown ▼, then select Void or Delete.

Limitations

• You can delete any transaction.
• You cannot void estimates, deposits, vendor credits, purchase orders, delayed charges, or bills (though you can void bill payments).

Batch manage transactions in QuickBooks Desktop

For QuickBooks Desktop Accountant 2018, QuickBooks Desktop Enterprise Accountant, or Enterprise Accountant 18.0 and later, you can use the Batch Delete/Void Transactions (BDT) utility.

Requirements

• Sign in as an admin or external accountant user.
• Ensure the company file is in Single-user mode.
• Multi-currency is not supported for this tool.

Steps for batch processing

1. Go to the File menu, then select Switch to Single-user mode.
2. Go to the Accountant menu, then select Batch Delete/Void Transactions….
3. Select the checkboxes for the transactions you want to remove or void.
4. Select Review & Delete or Review & Void.
5. Select Back Up & Delete or Back Up & Void. (You can also select Delete/Void Transactions to proceed without a backup).
6. Select Yes to confirm.

Transactions that cannot be batch deleted

These must be deleted individually:

• Paychecks and payroll liability checks
• Sales tax payments or online bill payments
• Transactions in closed periods
• Credit card transactions
• Invoices with billable time, costs, or reimbursed expenses

Next steps

• Write off bad debt in QuickBooks Online
• Use the audit log to re-enter deleted transactions in QuickBooks Online
• Fix issues the first time you reconcile an account in QuickBooks Online