Quickbook desktop condense data

Thushya · ‎December 04, 2020

All,

I am looking for option to eliminate some of my transaction to NOT TO appear in any of audit log or audit trails. how can I do that ? basically i have few contractors how some time accept check thru me or sometime I have to deal them thru 3rd party which has nothing to do from my transaction so in this case a printed check has to be deleted and should not appear in any records.

How can i do this in QB desktop 2020/2021 ?

thanks in advance.

AlcaeusF · ‎December 04, 2020

Hi @Thushya,

Welcome to the Community. I'm here to provide some clarification about the audit trail in QuickBooks Desktop.

The audit trail keeps track of any activities like changes made to any transaction in the system. The only option to hide or eliminate the information is by customizing the report display and filters.

Here's how:

Click the Reports tab at the top menu bar.
Hover your cursor to Accountant & Taxes, then select Audit Trail.
Click Customize Report.
Go to the Display tab and remove the checkmark beside the Show Deleted Transactions box.
Go to the Filters tab.
Choose the transactions you want to show in the report.
Hit OK.

However, please note that the system is unable to default the settings to the changes you make from the customization screen. Once you close the report and re-open it, it'll revert to the previous settings.

If you want to run the report using your settings, I suggest you use the Memorize option (see screenshot below).

To access memorized reports, please follow these steps:

Click the Reports tab at the top menu bar.
Hover your cursor to Memorized Reports.
Select Audit Trail.

For more information, as well as how to personalize reports further in QuickBooks, I recommend the following article: Customize reports in QuickBooks Desktop.

Fill me in if you have additional questions. I'm always here to help. Take care always.

Thushya · ‎December 07, 2020

Hi Alecaeus, thanks for the response,

my goal is below.

I need to eliminate that transaction from audit trail and send the file to my 3rd party person ( either without the deleted records in aduittrail or without complete audittrail). can you import entire company file excluding audit trail and create new one in standalone PC and send that file ?

Nick_M · ‎December 07, 2020

Hi there, Thushya.

Thank you for clarifying, I'm more than happy to share some additional insight into this for you. The audit log/trail unfortunately cannot be edited to the point where transactions are removed. Even if the transactions are removed separately, they will still show on the audit log. This is because this information is needed for whoever is conducting a business overview and examination. I'm happy to provide you with some additional information on audit trails and more.

Fix data damage on your QuickBooks company file.

This article can help you fix damaged data in your company file and more. If there's anything else I can help with, feel free to post here anytime. Thanks for stopping by and have a nice day.