How to Void and Delete Transactions in QuickBooks Online?

by James Antonio

When you are a business owner, you would deal with different transactions and deal on a day-to-day basis. And you will obviously record all the transactions with monetary impact in your books of account for the smooth running and management of the business. But sometimes as it happens and often possible that you or your accountant might make an error while posting the transactions. Or you have posted a transaction that should not have been actually posted because the incident leading to its realization has not taken place.

In the above-mentioned scenarios, your books of accounts will reflect incorrect balance in your ledger accounts, what can you do then. Because it will eventually impact your financial statement as well. Well, do not worry, QuickBooks Online does have a feature of voiding or deleting the transactions to correct the ledger balances and your books of accounts, and finally your financial statements.

But you should always discuss things with your accountant first i.e., what is his/her point of view, for example: If you are now certain that you will not get the payment from the customer, your accountant may advise you for writing off the amount as bad debt instead of voiding or deleting the transactions from the QuickBooks online. Once you have decided that voiding or deleting a transactions is the best option for you, then you will have to choose the specific option i.e., whether you want to delete the transactions or void it.

Scenarios in Which you Should go for Voiding a Transaction

Well to be honest it is always better to void the transaction instead of deleting it. Why? Because voiding a transaction won’t make it disappear entirely from your books of account. And it would not impact your ledger books balances and other account balances. And you can refer to the record of the transaction anytime you want. You should be aware, that if you choose to void an invoice in the application, QuickBooks would not void any payment that is already recorded for the invoice.

Scenarios in Which you Should go for Deleting a Transaction

Now there are some transactions in QuickBooks that cannot be voided for example estimates, deposits, supplier credits, purchase orders, delayed charges or delayed credits and bills. In these transactions, if there is some mistake you might have to delete it to correct the Books.

But please ensure that you do not need the record for a transaction that you want to check in the future before taking the decision of deleting the transaction. Because as we know now, once you delete a transaction, it will entirely disappear from the Books of accounts, and you won’t be able to recover it. Though you will be able to extract dome details by using the Audit log, it would not be full details.

Steps to Voiding or Deleting a Transaction in QuickBooks Online

Delete Transactions in QuickBooks Online

Now when we know the consequences and impact of voiding or deleting a transaction, let us see its step-wise step process:

Step 1: Open QuickBooks go to Sales and Click on Expense Menu

At the initial step, click open the QuickBooks and then go to the Sales. Or Instead of Sales you can also click on Expense menu if you cannot find the former.

Step 2: Find the Transaction You want to Delete

Now go ahead search and find the transaction that you wish to delete and click open it.

Step 3: Check the Void or Delete this Transaction

Once you have opened the transaction, review it and ensure again that you really want to void or delete this transaction from your books of accounts.

Step 4: Include the Void or Deletion Date

After this, you should include the void or deletion date, you can do so by adding a note in the memo or message section.

Step 5: Click on Void or Delete, Confirm the Process

After the above step, click on More in the footer section and click on Void or delete as required and lastly click on Yes to confirm the process.

Hopefully, the process proves to be insightful for you, but we have also collated a list of frequently asked questions from users end which will help you regarding miscellaneous queries around the topic.


Need some one on one QuickBooks Assistance?


I was looking for the Process Steps to Delete an online Bank Transaction, can you help me?

Yes, certainly, you can initiate the process by clicking on the ‘to be deleted’ bank account from the banking tab, and select the transactions by check-marking the small boxes on the left of them. They will be there in the activity tab. After this, you need to go to the toolbar and click on more and then remove cleared status against the transaction and then you need to again click on tick box left to the transactions and select delete button from the toolbar.

Can you Let me Know the Detailed Process of Deleting all Transactions on QuickBooks Desktop?

Yes, it is quite a simple process. You can initiate the process by first click on customers, you will find it in the top menu bar. After that, you need to choose the customer centre. Now after the above steps click on transactions and select invoices. After this start opening all the invoice transactions one by one and click on delete. After deleting the transactions, you need to click on OK.

I wanted to Permanently Delete a Transaction from QuickBooks, can you help me?

Yes, why not? You need to first exclude the transaction in QuickBooks that you wish to delete. And after that, you should go to the excluded tab and select the transactions to be deleted. Now you need to click on the batch actions and then press delete to finalize the process.

What is the Process of Deleting all Transactions in QuickBooks and start over?

First, start by clicking customers at the top bar menu, choose customer centre and then click on transactions. Now select invoices and click open all the invoices transactions, well, one at a time. After that, you need to click on delete after opening each transaction. After that, you need to click on OK on pop-up window after the deleting the invoices.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Easy Process

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

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Pricing

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Pricing includes coverage for users
  • Services Include:
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Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
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  • Unlimited Users
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Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
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  • Unlimited Users
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Accountant Premium

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Pricing includes coverage for users
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Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

Get Support

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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