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When managing your transactions in QuickBooks (or any accounting software), it’s important to understand whether to void or delete a transaction. The right choice can help you maintain accurate records and avoid potential issues down the line. Here's a breakdown:
Void a Transaction:
Use this when you’ve made a mistake but want to keep a record of the transaction in your system.
Voiding keeps the transaction visible but resets its value, which ensures your financial reports stay balanced.
Voiding maintains an accurate audit trail, which is crucial for taxes or if you ever need to review past activity. It also helps prevent discrepancies in your accounting.
Voiding a transaction when you should delete it could leave unnecessary records in your system, cluttering your reports and making it harder to get an accurate financial picture.
Delete a Transaction:
Deleting should be done when the transaction is completely incorrect or unnecessary (like entering a duplicate).
Deleting a transaction removes it from your records entirely, which could affect your financial reports and balances if done incorrectly.
If you delete a transaction that should have been voided, you might lose valuable historical data, which can affect future financial decisions or tax filings.
Examples:
If you manually entered a bank transaction and the bank feed imported the same one, you can delete the duplicate to ensure you don’t count it twice in your records
If you mistakenly enter a duplicate payment for a bill, you can delete the duplicate payment to avoid counting it twice in your reports.
If you issue an invoice to a client but later realize you made a mistake on the pricing, you can void the invoice to remove the wrong amount.
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