How to Unvoid an Invoice in QuickBooks

Before utilizing the QuickBooks feature to delete an invoice, it's crucial to understand the circumstances under which you should either void or delete a document. Voiding an invoice retains its number but changes its total to zero. Deleting an invoice, on the other hand, completely removes it from the QuickBooks system. The decision to void or delete an invoice should be based on specific considerations.

How to Unvoid an Invoice in QuickBooks

To reverse a voided invoice in QuickBooks, find the voided invoice in the transaction list, open it, and click on the "More" button, then choose "Unvoid."

Voiding an invoice in QuickBooks is a typical procedure, often used for error correction or adjustments.

However, there might be situations where you need to reverse this voiding action and reinstate the invoice.

A step-by-step guide to unvoiding an invoice in QuickBooks can be found below.

1. Sign Into Your QuickBooks Account: Begin by signing into your QuickBooks account. Make sure you have the required permissions to alter transactions.
2. Go to the Sales or Invoicing Section: Depending on which version of QuickBooks you're using, locate and head to the Sales or Invoicing section. This area is designated for invoice management.
3. Find the Voided Invoice: Search for the voided invoice within the Sales or Invoicing section. Voided transactions are usually marked distinctly in QuickBooks.
4. Access the Voided Invoice: Open the voided invoice by clicking on it. This action allows you to see the transaction's specifics.
5. Look for the "More" Option: Within the open invoice, seek out a button or link labeled “More.” Clicking this will unfold additional options related to your transaction.
6. Choose Unvoid: Among the options under “More,” locate and select “Unvoid.” QuickBooks will ask you to confirm this action.
7. Confirm the Unvoid Action: You’ll be prompted by QuickBooks for confirmation to unvoid the invoice. Agree to proceed.
8. Inspect the Reinstated Invoice: Once confirmed, navigate back to the list of transactions. The invoice should now appear unvoided. Check over the invoice to make sure all information is accurate.
9. Verify Details for Accuracy: Carefully review the invoice for correct details, amounts, and any pertinent information. Adjust as necessary.
10. Finalize Your Changes: After ensuring everything is correct, save your modifications. QuickBooks will then update the invoice’s status to reflect that it is no longer voided.

This Read: How To Unvoid a Check In QuickBooks

An Invoice should be Void in Situations like:

• If you plan to record several invoices soon, remember that by voiding specific invoices in QuickBooks, you can reuse their records later.
• When you aim to keep your records and balances unaffected by a transaction, voiding an invoice is regarded as the optimal choice.

There are several scenarios in which an invoice should be removed from QuickBooks:

The following invoices and bills cannot be voided. They must be deleted.

• Estimates
• Delayed charges
• Deposits
• Purchase orders
• Delayed credits
• Duplicate invoices may not be your necessities
• A user may not require such financial documents anymore
• In case you generate an invoice accidentally for any customer who is no longer related, then you can and must delete it

How to Find Deleted Invoices in QuickBooks?

Several software suites aimed at larger businesses, such as NetSuite and Microsoft Dynamics, often claim that QuickBooks lacks an audit trail feature. This claim is misleading.

QuickBooks indeed features an audit trail, and it's a function that cannot be disabled! If you've accidentally deleted an invoice in QuickBooks, there's no need for alarm—the data is preserved, and you can recover it!

Let's guide you through the process of locating and retrieving deleted invoices in QuickBooks, step by step.

How to Retrieve a Deleted Invoice in QuickBooks?

Some might believe that QuickBooks is unable to assist in locating deleted invoices due to the absence of a straightforward “restore” function. However, this doesn’t imply that deleted files are irretrievable. Here is a step-by-step guide by Fourlane on how to discover deleted invoices in QuickBooks.

Deleted invoices can be found in two ways: via the Audit Log (in the online version) and by generating reports (in the desktop version).

QuickBooks Online: Audit Log

To utilize the Audit Log, follow these steps:

• Navigate to Settings (identified by the small gear icon).
• Select “Audit Log.”
• Open the “Filter” dropdown menu.
• Choose the relevant user, date range, and event type.
• Hit “Apply.”
• Locate the deleted invoice. For a quicker search, use the “Ctrl” and “F” keys simultaneously to bring up a search bar, then type in “deleted” to highlight all instances of “deleted.”
• In the “History Column” associated with the deleted invoice, click on “View.”

All the necessary information can be retrieved from the “Event” column, allowing you to reenter the invoice details. This process effectively restores the invoice as if it were never deleted.

It's crucial to understand that the Audit Log method is applicable only to saved transactions. Therefore, for long-term efficiency, it's advisable to void a transaction rather than completely deleting it.

How to Void a Particular Invoice in QuickBooks?

When a specific invoice begins to affect your account balance, you can void it using either QuickBooks Sales or the customer menu. Below is the first method.

Method 1: In QuickBooks

Using QuickBooks, users can easily invalidate an invoice by going to Sales. There is a menu with multiple options, including voiding the invoice.

Option 1: Via Sales

Here is how you can void an invoice in QuickBooks via the Sales option:

1. Open the software and access the QuickBooks Company File associated with the invoice.
2. Navigate to the transactions section.
3. Go to Sales.
4. Choose the transactions from the invoice that need to be voided, you can select multiple.
5. Click on More.
6. Select Void.
7. Confirm the action by selecting Yes.

Note: You can repeat this process to void multiple transactions within this invoice or others as well.

Option 2: From the Specific Customers Menu

The Customer menu can be incredibly helpful if you want to void an invoice in QuickBooks. Here's how you can do it:

• To begin, click on the Customers option.
• Next, navigate to Customer Center.
• Select a specific customer from the Customers and Jobs section.
• Click on Show.
• Use the drop-down menu to select Invoice.
• Navigate to Transactions. This step can be helpful if the customer's name isn't readily available.
• Click on Invoices, located under Transaction Types.
• Find the QuickBooks invoice you wish to void.
• Double-click on it to access the Edit button.
• Save the changes.

This method will be considered successful if the invoice receives the void stamp. Moreover, the amount will be zero.

Method 2: In QuickBooks Online

Option 1: Accessing the More button

Utilizing this feature can be highly time-saving for voiding QuickBooks invoices as it provides a direct option to do so. However, before accessing it, ensure you are familiar with the document's location.

1. Go to the location where you created your specific QuickBooks invoice.
2. Once you've located the document, navigate to More.
3. Select the Void option.
4. Confirm by selecting Yes. This will confirm voiding the specific invoice in QuickBooks Online.

Option 2: From the Particular Action Option

Frequently, you might receive multiple invoices with no particular significance. In such cases, you can easily void them within the QuickBooks accounting software.

To learn how to void invoices in QuickBooks Online, please follow the directions provided below:

• In QuickBooks Online, navigate to the Sales menu and click Enter.
• Next, select Invoices.
• To void an invoice, choose a single invoice or select multiple invoices as needed.
• Click on the Action option from the drop-down menu.
• Then, select Void to complete the process.

Method 3: In QuickBooks Desktop

1. Firstly, access an invoice from the location.
2.  Press Edit by pressing on the menu.
3. You will get the Void option. Select it.

A dialog box will appear, requesting your confirmation, which you can provide.

The void and delete options are important functions of the software. Whether you choose to delete or void an invoice in your QuickBooks depends on various factors, as mentioned earlier.

We trust that you now have a clear understanding of how to void an invoice in QuickBooks. If you still have any doubts on this topic, it's advisable to seek guidance from a professional.

Conclusion

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How Can You Delete an Invoice Payment in the Accounting Software QuickBooks?

Errors can occur unexpectedly. It's not uncommon to accidentally overpay a customer or mistakenly allocate an invoice payment to the wrong account. Anything can happen. That's why QuickBooks provides the best solution to clear any unnecessary invoices.

Here's how to delete an invoice payment in QuickBooks:

1. Open the QuickBooks accounting software on your system and click on the Company profile.
2. Then, access the software and proceed to the Banking menu.
3. Utilizing the drop-down menu, select the option "Make Deposits."
4. Identify and choose the line containing the duplicate invoice you intend to delete.
5. Navigate to the Edit menu and select the line for deletion.
6. Click Save to apply and retain all the changes made.

What is Meant by Write off?

Write Off is a highly effective method for managing bad debts. Bad debts typically refer to invoices that cannot be collected. It's essential to write off such invoices. This involves the company crediting the accounts receivable account on the balance sheet.