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lynn43
Level 1

What happens when a vendor expense is deleted from a previous year?

An expense from 2015 is showing up on my unpaid bills. What is the best way to remove it?
Solved
Best answer December 22, 2020

Best Answers
DivinaMercy_N
QuickBooks Team

What happens when a vendor expense is deleted from a previous year?

Thank you for getting back here and providing additional info on your concern, @lynn43

 

When you delete a vendor credit or expense transaction, this will be removed from the A/P ledger. This will also delete the GL expense account used and any tax amounts. Not just that, it will also affect the reconciliation if the deleted expense transactions are reconciled which results in a discrepancy on the current reconciliation. 

 

With that being said, it's best to consult your accountant to determine the best steps to take. If you don't have one, utilize our Find an Accountant tool to look for Pro-Advisor near your location. 

 

Here's a great source where you can find articles that can help you in managing your books in QuickBooks, please visit our QBDT help articles page. This includes topics such as reconciliation, track income, and expenses, run reports, etc.

 

I'll be around if you have other questions or concerns about managing your vendor expenses in QuickBooks. I'm always here to help. Have a good one. 

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3 Comments 3
MichelleBh
Moderator

What happens when a vendor expense is deleted from a previous year?

Hi, @lynn43.

 

I'll share with you some knowledge about deleted vendor's expense in Quickbooks Online. 

 

If you delete a vendor expense accounts or transactions, then the data will be deleted to the customer's page. If you want to review those deleted, you can access the Audit Log. For more details, check out this article: Use the audit log in QuickBooks Online.

 

If these are expense transactions and you'd want to get back to the list, I'd suggest to recreate it.

 

As of now, the best way to delete the unpaid bills is one at a time. Please follow the steps below. 

 

  1. Go to the Expenses tab, then choose the Expense button. 
  2. Hit the small gear icon, then put a checkmark on the Due date.
  3. Click the Filter drop-down, then choose Bill in the Type
  4. Pick Overdue or Open, then hit Apply
  5. Click the transaction, tap More, and select Delete

 

You can also run Unpaid bills by going to the Reports tab. Then customize it to the exact vendor. 

 

 

Additionally, please browse through these articles on how to reactivate vendors and other topics. 

 

 

Let me know if you have other concerns in the comment section below. I'm glad to help. 

lynn43
Level 1

What happens when a vendor expense is deleted from a previous year?

Hi MichelleBH,

I don't think my question was clear. What happens to the general ledger, (journal) when an expense or a credit is deleted on a vendor in a previous year? For example, we have a credit on a vendor from 2015. The credit is no longer valid. If I delete the credit, a message will come up that the credit is in a previous year.  If I answer "yes" to delete, what happens to the journal? I assume an automatic journal entry will occur? If so, will it be created in the current year?  Also, can I delete the automatic journal entry so it will not affect my current year? 

The bottom line is we have many vendor transactions that are no longer valid from years of mistakes and we want to clean them up so going forward our accounts payables correct.  

Thanks, L

DivinaMercy_N
QuickBooks Team

What happens when a vendor expense is deleted from a previous year?

Thank you for getting back here and providing additional info on your concern, @lynn43

 

When you delete a vendor credit or expense transaction, this will be removed from the A/P ledger. This will also delete the GL expense account used and any tax amounts. Not just that, it will also affect the reconciliation if the deleted expense transactions are reconciled which results in a discrepancy on the current reconciliation. 

 

With that being said, it's best to consult your accountant to determine the best steps to take. If you don't have one, utilize our Find an Accountant tool to look for Pro-Advisor near your location. 

 

Here's a great source where you can find articles that can help you in managing your books in QuickBooks, please visit our QBDT help articles page. This includes topics such as reconciliation, track income, and expenses, run reports, etc.

 

I'll be around if you have other questions or concerns about managing your vendor expenses in QuickBooks. I'm always here to help. Have a good one. 

View solution in original post

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