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mox
Frequent Contributor *

Duplicate transactions showing in Reports but not Register

I am new to the community and am in need of help.

 I am putting together a 3 year old regisetr. yep a procrastinator.

 here's my situation. I have downloaded transactions from my bank years ago. I have now finished adding them to the register. While adding these to register, for some reason I needed to add multiple time. After I hit batch load,a few times transactions needed to be added again, so I did. I finally got to the end and all transactions were added. when I opened the register all were there. but there were many duplicates. they were the ones that were entered multiple times, obviously. i have figured out how to delete duplicates from the register, there no longer are any duplicates in the register. Problem is when I do Detailed profit and  loss statement the duplicates appear in the report . how can I avoid duplicates in my reorts

 Thanks in advance

8 Comments
Super Explorer **

Re: Duplicate transactions showing in Reports but not Register

Hello,

  Please, check if you Delete transactions, ad NOT Void them.

mox
Frequent Contributor *

Re: Duplicate transactions showing in Reports but not Register

thanks for helping out. I left click on transaction the right click on delete check/deposit, whichever it is and the transaction disappears from my register.

QuickBooks Team

Re: Duplicate transactions showing in Reports but not Register

Hello there, mox.

 

Thanks for the additional information. I want to make sure you're able remove duplicate transactions from your reports.

 

Voiding a transaction will keep the information in the reports but changes the amounts to zero. While deleting removes the transaction entirely in QuickBooks. Therefore, if you're still seeing those duplicates from your Profit and Loss Detail report, those transactions may be voided.

 

To verify the status of those duplicate transactions, you can check the Audit Trail. This provides a lists of each accounting transaction and any additions, deletions, or modifications of a transaction.

 

Here's how you can get there:

  1. Go to Reports.
  2. Click Accountant & Taxes.
  3. Click Audit Trail.

If it happens to be voided, you can completely remove those duplicates from your reports by double-clicking the duplicate transaction and choose the Delete icon at the top.

 

Here's how:

  1. Go to Reports.
  2. Click Company & Financial.
  3. Choose Profit & Loss Detail.
  4. Locate the duplicate transaction and double-click.
  5. The transaction window will open, click Delete.

If you're using the QuickBooks Desktop Accountant 2016, Enterprise and Enterprise Accountant 16.0, and later versions, you can take advantage of batch delete option. To know more about this, check out this article: Delete transactions by batch using Batch Delete/Void Transactions.

 

You should all be set. If I can assist you with anything else or additional questions when handling duplicate transactions, feel free to leave me a reply.

mox
Frequent Contributor *

Re: Duplicate transactions showing in Reports but not Register

 

From what you said I gather that if I did void instead of delete the multiple transactions  one would still have the amount and the deleted ones would be zero, in reports?. All multiple transactions have the same amount. Would voiding the transaction remove it from the register but still let it show in the reports?  I have no duplicates in my register.  I would have tried the “Audit trail” but it’s way over my capabilities.

This may help . I can not make a copy or back-up when I tried I received:   QuickBooks found some problems with your company file … you can fix issues by rebuilding…

 The next prompt is: Solution click rebuild…. I’m hesitant to click on Rebuild as I had read transactions can be permanently deleted. Is it pretty safe? Could this solve the problem of multiple transactions in reports while no multiple transactions are in register?

mox
Frequent Contributor *

Re: Duplicate transactions showing in Reports but not Register

Hi Charies,

From what you said I gather that if I did void instead of delete the multiple transactions one would still have the amount and the deleted ones would be zero. All multiple transactions have the same amount. Would voiding the transaction remove it from the register but still let it show in the reports?  I have no duplicates in my register.  I would have tried the “Audit trail” but it’s way over my capabilities. As was the Batch Delete. so I simple deleted one by one.

This may help. I cannot make a copy or back-up when I tried I received:   QuickBooks found some problems with your company file … you can fix issues by rebuilding…

 The next prompt is: Solution click rebuild…. I’m hesitant to click on Rebuild as I had read transactions can be permanently deleted. Is it pretty safe? Could this solve the problem of multiple transactions in reports while no multiple transactions are in register?

Moderator

Re: Duplicate transactions showing in Reports but not Register

Hi mox,

 

Allow me to step in for a moment and clear this out for you.

 

Voiding a transaction will automatically zero out its amount on the Profit and Loss Detail report. However, it's transaction detail are still available. On the other hand, deleted transactions are no longer added on the reports.

 

Running your Audit Trail report is the only way to review the additions, deletions, or modifications of the transaction within your QuickBooks. 

 

Unusual report behaviors are most likely caused by data integrity issues within the program. It would be a good idea to continue running the Verify/Rebuild tool. This allows QuickBooks to self-identify and apply the necessary countermeasures to resolve the problem on your reports.

 

Before running the tool, ensure you create a backup copy to avoid data loss. Next, here's how to Rebuild Data:

  1. On the top menu, click File.
  2. Choose Utilities.
  3. Select Rebuild Data.
    1.JPG
  4. Click OK if you receive a prompt to back up your company file.
  5. Click OK when you get the message, Rebuild has completed and proceed to the next step.
  6. Run Verify Data again to make sure there's no error.
  7. Your computer may display the message QuickBooks is not responding. However, as long as you can see your mouse cursor move, Rebuild is still ongoing. 

Keep me posted on how these steps work out for you. I'll be keeping an eye out for your response and look forward to getting to the bottom of this. 

mox
Frequent Contributor *

Re: Duplicate transactions showing in Reports but not Register

 
, this seem clear.
 I don't feel I need to run "Audit Trail " as I know the transactions were Deleted, as there are no duplicates in the register. It is apparent I have a data integrity issue . I have read that if the rebuild is not successful it is possible I could lose data ?Is this true?
 It will not let me copy the company file prior to trying "Rebuild"
Highlighted
QuickBooks Team

Re: Duplicate transactions showing in Reports but not Register

Hi mox,

 

Losing data is possible is your file is corrupted or damaged. You'll want to create a backup copy of your company file first before running the Rebuild Data Utility tool.

 

To create a backup:

  1. Click File, and then Back Up Company.
  2. Click Create Local Backup. Then, click the Local backup radio button.
  3. Click Next.
  4. Click Browse to choose the location of your file.
  5. Click OK.

Please refer to this article about: Resolve data damage on your company file.

 

We're always here to help if you have other questions.