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QuickBooksHelp
Intuit

Anonymise customer, supplier, or employee data in QuickBooks

Under the GDPR, individuals have the right to be forgotten. If your customer, supplier, or employee wants to be deleted from your QuickBooks, there are a couple of things to consider:

  • You may have legal or business reasons to retain some or all of your records. You should consider consulting an expert to determine what records should be retained or what should be deleted.
  • If you still think that deletion is the right decision for your business, we have instructions on how to manually overwrite data in your QuickBooks account.

Note: The QuickBooks Audit Log may retain trace amounts of personal information stored in log files and logging data. The audit log is not editable in case it’s needed for audit purposes.

As an employer, you may have an obligation to keep these records and the limitations may not be a problem.

For QuickBooks Desktop

Customers

  1. Go to the Customer Centre and select the desired customer.
  2. Select the pencil icon to edit their information.
  3. Replace their name with a unique name (e.g. DeletedCustomer1, DeletedCustomer2, etc.). We do not recommend merging anonymous customers together. Replace their personal information (e.g. Main Phone, Mobile, Address Details etc.) with anything you want.
  4. Select OK to save changes.

Suppliers

  1. Go to the Supplier Centre and select the desired supplier.
  2. Select the pencil icon to edit their information.
  3. Replace their name with a unique name (e.g. DeletedSupplier1, DeletedSupplierr2, etc.). We do not recommend merging anonymous suppliers together. Replace their information (e.g. Main Phone, Mobile, Address Details etc.) with anything you want.
  4. Select OK to save changes.

Employees

  1. Go to the Employee Centre and select the desired employee.
  2. If the employee (including Sales Representatives) was never paid, right-click on their name and select Delete Employee to delete them.
  3. Otherwise:
    1. Select the desired employee, then select the pencil icon to edit their information.
    2. Replace their name with a unique name (e.g. DeletedEmployee1, DeletedEmployee2, etc.). We do not recommend merging anonymous employees together. Replace their information (e.g. Passport NO., Home Address, Work Phone, Mobile, Main Email, etc.) with anything you want.
    3. Replace the NINO with any number in the valid format (e.g. AB123456C).
    4. Replace NI code in Payroll information of the employee, under “Tax & NI” with “Unassigned” and delete the “effective from” date for NI code.
    5. Tax code, once entered, cannot be left blank for the employee.
    6. Select OK to save the “Tax & NI” changes.
    7. Select OK to save changes to the employee information.

Limitations:

  • Pay slips and Leaver and Year-End Forms will remain for this employee and cannot be removed or anonymised.
  • Some historical data will not be available to anonymise, for instance historical absences, pay history for prior years, older tax information.
  • RTI Submissions and Pension reports will continue to include data for these employees.

As an employer, you may have an obligation to keep these records and the limitations may not be a problem.

Please note that original details might still be available in Audit Trail if there are any old transactions for the customer/supplier/employee.

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