Using the Voided and Deleted Reports to
Although there is no “undo” button for voided or deleted transactions, you may have to reenter voided or deleted transactions that should never have been voided or deleted. Many times you will realize that something was voided or deleted that shouldn’t have been when you go to do your monthly bank reconciliation and the beginning balance in QuickBooks doesn’t match your bank statement.
QuickBooks tracks the transactions that you void or delete and displays them in the Voided/Deleted Transactions Summary and Detail Reports. The summary report provides only the most pertinent information from the voided or deleted transaction but the detailed report provides you with all the information that you had on the original transaction so you can easily reenter it exactly the same way.
How do I create these reports?
From the QuickBooks main menu, Choose ReportsàAccountant & TaxesàVoided and Deleted Transactions Summary or Detail.
Note: By default, this report only shows posting transactions. To show the Non-posting transactions also (i.e. estimates and purchase orders) you will have to filter the report. To do this, click Customize Report and select the Filters tab. Then click on Posting Status from the filter scroll box and choose Non-posting or Either (to show both posting and non-posting).
Columns in this report:
- Action: Shows whether the transaction was voided, deleted or unvoided. A transaction may have multiple entries, for example, if it was voided, unvoided, and then deleted. For each action, this column show the current state (after voiding, unvoiding, or deleting) and the previous state (before voiding, unvoiding, or deleting).
- Entered/Last Modified Date: The date on which the transaction was entered or was last changed.
- Date: The date on which the transaction occurred.
- Num: The transaction’s number, such as the check number or invoice number.
- Name: The name of the person or company that appears on the transaction.
- Memo: The text entered in the Memo field of the transaction.
- Account: The account associated with the transaction.
On a Summary Report the following Accounts are also shown:
- Split: Shows whether the transaction was split between different accounts.
- Amount: The net amount of the transaction.
On a Detail Report the following Accounts are also shown (see below):
- Split: Shows all the items and their associated accounts that were affected in the transaction. If the transaction includes more than one item, each will appear on a separate line.
- Debit: The debit amount(s) of the transaction broken down by account(s)
- Credit: The credit amount(s) of the transaction broken down by account(s)
Reenter Voided Transactions:
When you void a transaction, QuickBooks zeroes the amounts but doesn’t delete the transaction. The Voided and Deleted Transactions reports will display the original transaction and the voided transaction. Once you enter and save the new (unvoided) transaction, QuickBooks will also display it on the reports.
To reenter a voided transaction:
1. Select the voided transaction
2. Reenter the original amount
3. Save or record the transaction
Note: When you void a check (containing only expenses), QuickBooks lets you choose between just voiding the check or having journal entries created for you to maintain the accuracy of prior period reports and account balances. If you had QuickBooks create journal entries for you, you need to delete these journal entries as well. Consult your accountant, as you might prefer to have them do this for you.
Reenter Deleted Transactions:
If you deleted a transaction, QuickBooks doesn’t save any record of the transaction so you must recreate the transaction entirely in order to restore it to your company file. To do so, use the information in the Voided and Deleted Transactions reports. These reports typically include the transaction amount, date, and accounts used on the transaction.
To reenter a deleted transaction:
1. Open up a new transaction window for the type of transaction you want to reenter into QuickBooks. This can be an invoice, bill, check, etc.
2. Use the information in the voided/deleted transaction reports to fill in the name, number, date, item(s) or account(s), amount(s), number and memo(s) that were on the original transaction.
3. Click Save & Close to record the transaction and close the window or Save & New to record the transaction and enter another transaction.