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Void or delete transactions in QuickBooks Online

SOLVEDby QuickBooksQuickBooks Online5367Updated August 24, 2021

Learn how to void or delete invoices, expenses, and other transactions in QuickBooks.

Did you create a transaction by accident? You can void or delete it so it doesn't affect your account balances or reports. If the transaction is recurring, you can also turn it off to prevent it from being created again.

If a transaction isn't a mistake, find out the best way to handle it. Talk to your accountant, find a ProAdvisor, or do a little research. For example, if a customer owes you money but you know you won't be paid, learn how to write off bad debt.

If you’re ready to void or delete a transaction, continue with the steps here.

Step 1: Decide whether to void or delete the transaction

When to void a transaction

In most cases, it's best to void a transaction rather than delete it. That way, the transaction doesn’t affect your account balances or reports, but you always have a record of it. That’s a key part of good accounting.

Note: If you void an invoice, QuickBooks does not void any payment that you’ve recorded for the invoice. You can apply the payment to a different invoice.

In QuickBooks 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.

When to delete a transaction

Delete a transaction only If you’re sure you don’t need a record of it. 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.

  • You can delete any type of transaction in QuickBooks.
  • If you're still not sure whether to void or delete a transaction, reach out to your accountant.

If you're still not sure whether to void or delete a transaction, reach out to your accountant. If you don't have one, we can help you find a ProAdvisor.

Step 2: Void or delete the transaction

Once you decide to void or delete a transaction, here's how to do it:

  1. Go to the Sales or Expenses menu.
  2. Find and open the transaction.
  3. Review the transaction. Make sure you need to void or delete it.
  4. If you want to include the void or delete date, add a note to the Memo or Message section.
  5. Select More in the footer. Then select Void or Delete.

    This shows the options at a bottom of a transaction when you select more.
  6. Select Yes to confirm.

You can only void one transaction at a time. Since the change is permanent, QuickBooks limits how many you can void to prevent mistakes.

Your books done right guaranteed

With Live Bookkeeping, a QuickBooks-certified bookkeeper will help categorize transactions and reconcile credits and debits so your books are 100% accurate. Learn more about QuickBooks Live Bookkeeping.

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