How to Delete Duplicate Invoices in QuickBooks?

Handling accounting and other transaction-related tasks are not that easy for businesses. They have to have robust software products to make sure the processes are properly dealt with. In this connection, QuickBooks has to be special mention as it is widely used by small and big organizations to control their accounting and transaction-related functions. Know how to delete duplicate invoices in QuickBooks.

While handling transactions, however, users often find the same invoices duplicated, which leads to redundant data storage and retrieval.

What is it?

When the invoices are duplicated, it causes data redundancy. Various factors lead to the duplication of invoices. Some of them include:

• If you switch to the new QuickBooks version, the invoices in the previous version might get duplicated in the new one.
• When you import lists and transactions from an external source to your company data file, duplication of invoices might occur.
• Users sometimes manually enter transactions and then use the automatic update feature, which also could lead to duplicate entries.

Based on the cause of the duplication of the invoice, a proper solution can be opted for. If the correct solution is applied, the results would be effective.

Why do We Need it?

Any data when gets duplicated causes confusion. The case is no different for the duplication of invoices. When the data is duplicated, it leads to issues while processing sales receipts and running reports. The unnecessary duplication causes the slowdown of the entire database. As a result, the retrieval of data when needed gets delayed.

Making sure you don’t have anything repetitive stored in the database is the best way to tackle this issue. You can either remove entries one by one to ensure there are no duplicates, or you can prevent the duplication of the invoices or any other transaction-related documents. This will help your QuickBooks software to run efficiently and remain faster.

Though QuickBooks has an inbuilt feature that prevents the creation of duplicate data, you still have to enable it onto your system to achieve the purpose. As soon as you enable this feature from the QuickBooks settings, you will receive a message from QuickBooks asking you to stop the export whenever you try to send an invoice that is already in the system.

In case, you still get a duplicate invoice created, you can easily delete it by following a few simple steps. Secondly, if it’s only the invoice number that has been duplicated, you have an option to edit it and change the number.

Steps to Delete Duplicate Invoices in QuickBooks

As already stated above, different factors can lead to the duplication of the invoices. Depending on the cause, you can opt for the solution to the same.

Here are a few solutions you can choose to remove, delete, or prevent supplicate invoices in QuickBooks. Fixing duplicate invoices imported from the previous QuickBooks version:

Step 1: Locating the Duplicate Invoices

• Go to the left menu on QuickBooks Online.
• Click on Sales.
• Choose the No. column to filter the invoices.
• The numbers that hit your screen next are arranged in either ascending or descending order.
• Look for duplicate invoices.

Step 2: Preventing the Invoice Duplication

Before browsing through the steps to delete the duplicate invoices.Let’s have a look at how to prevent the creation of duplicate transactions or invoices. To achieve this, there are a few steps to follow to make changes to the Accounts and Settings option.

• Select the Gear icon on QuickBooks.
• Click on the Accounts and Settings option.
• Choose the Sales tab.
• Select the Sales form content portion.
• You will have the Customer Transaction Numbers checkbox ticked. Uncheck it.
• Choose Save.
• Click Done.

Step 3: Deleting the Duplicated Invoice

• Click on the duplicated invoice. Open it.
• Scroll to the bottom of it.
• Click on More.
• Select Delete.
• Click on Save.

Step 4: Editing the Duplicated Invoice Number

• Click on the duplicated invoice. Open it.
• Scroll to the bottom of it.
• Click on More.
• Select to Edit the Invoice number.
• Click on Save.

Of course, the steps mentioned above are easy to follow. However, there are times when you might get stuck in between and are unable to proceed. If needed they can also offer direct assistance. They will access your system and check for the issues. As soon as the cause is detected, they will help you in accordance with the same. Just give them a call no matter at which step you are stuck. They are always available to guide you through the process.

---

Frequently Asked Questions (Faqs)