Void, Delete or Edit Transactions. What’s the difference?
In this article:
What’s the difference between voiding, deleting or editing transactions?
What Transactions Can Be Voided, Edited, or Deleted on the General Ledger?
Common Void, Edit and Delete Actions Not Completed on the General Ledger
Background
As an Accounting software customer, you have the option to make changes or corrections to various transactions, such as customer invoices, customer estimates (for Premium customers), journal entries, and vendor invoices. (See chart below for more details.)
You may see the option to either void, delete, or edit. What’s the difference?
- When you void a transaction, the original entry will still appear in your General Ledger report, and an additional reversing entry will be posted and shown as voided. Any invoices or payments that are voided will also show a status of “Voided.”
- When you delete a transaction, the original entry will not appear in your General Ledger report but will show in the Modified Transactions report. Any customer invoices or estimates and vendor invoices that are deleted will appear in your lists as long as you keep the “Delete” status selected.
- When you edit a transaction, the original entry will not appear in your General Ledger report but will show in the Modified Transactions report.
Note: If you have Accounting Premium, the ability to edit or delete transactions is permission-based. If you do not see these options, contact your company administrator.
What Transactions Can Be Voided, Edited, or Deleted on the General Ledger?
This chart is a general guide, however there are several different and specific transaction scenarios which would determine if an Edit, Void or Delete is allowed.
Important notes:
- If Accounts/Transactions have been Reconciled, the Reconciliation must be deleted prior to changing.
- When deleting a specific reconciliation each must be deleted in sequence, Ex: If February transactions need to be changed and it is June, May, April, March and February reconciliations will need to be deleted first.
- Once any changes/updates are completed, all the deleted reconciliations will need to be re-reconciled in order.
- If a Period has been closed, it must be reopened to apply any changes.
| Transaction Type | Edit on General Ledger | Void on General Ledger | Delete on General Ledger | Notes |
|---|---|---|---|---|
| Journal Entry | Yes | Yes | Yes | |
| Beginning Balance Entry | Yes | Yes | Yes | |
| Deposit/Withdrawal Entry | Yes | Yes | Yes | |
| Imported Transactions – General | Yes | Yes | Yes | |
| Imported Customer Payment (No Invoice) | No | Yes | No | |
| Imported Customer Invoice Payment | Yes* *Limited editable fields – Product/Service, Due/Invoice Dates are not editable | Yes | Yes | Voiding payments does not void the invoice |
| Imported Vendor Payment (No Bill) | No | Yes | Yes | Edits may be done in the Bills Report |
| Imported Vendor Bill Payment | No | Yes | Yes | Edits may be done in the Bills Report – limited fields are editable |
| Customer Invoice Payment | Yes | Yes | Yes | Editable fields include: Payment Type, Deposit Account, Payment Received, Date paid, and Check/Ref # |
| Vendor Bill Payment | No | Yes | Yes | Edits may be done in the Bills Report – limited fields are editable |
| Record Past Payment Entry – Vendor | No | Yes | Yes | Cannot be edited at all |
| Contractor Payment Entry Through Payroll | No | No | No | Void/Delete may be done in Contractor Payments under Contractor Info |
| Record Past Payment Entry – Contractor | No | No | No | Void/Delete may be done in Contractor Payment History Report |
Common Void, Edit and Delete Actions Not Completed on the General Ledger
| Actions Type | Edit | Void | Delete | Notes |
|---|---|---|---|---|
| Bill Entry | Yes *Limited editable fields if Bill has been paid | Yes | Yes | Actions may be done in the Bills Report. If Bill has been paid, the payment will need to be voided first. If the Bill due date is in the future and not paid, actions may be done in the G/L under Accrual Basis. |
| Invoice Entry | Yes *Limited editable fields if Invoice has been paid | Yes *Any applied payments will be voided | Yes *Any applied payments will be voided | Actions may be done on the Invoices page. If the Invoice has been paid, the payment will need to be voided first. If the Invoice due date is in the future and not paid, actions may be done in the G/L under Accrual Basis. |
| Credit Memo Allocation | No | Yes | Yes | Void/Delete may be done on Credits page. Cannot be edited. |
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