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M
MarkHendo
March 3, 2022
Question

How to correctly delete a payment and the invoice associated with said payment

  • March 3, 2022
  • 2 replies
  • 0 views

I have accidentally created two separate invoices and received payment on both. (should have been only one) Realized my mistake when doing a reconcile.  How do I delete the payment and the invoice that are "duplicates" so to speak?

2 replies

MaryLandT
MaryLandT
March 3, 2022

Let me help you delete the duplicate invoice and its payment, MarkHendo.

 

You can delete those transactions through the customer's account. Here's how:

 

  1. Go to Customers, then Customer Center.
  2. Proceed to the Transactions tab.
  3. Locate and open the payment first, then delete it.
  4. After that, locate and open the invoice, then delete it.

 

Once done, you can go back and reconcile your bank account. Here's a link as a guide: Reconcile an account in QuickBooks Desktop.

 

Let me know if there's anything else you need by commenting below. I'm always around to help delete invoices and their payments.

M
MarkHendoAuthor
March 4, 2022

Sorry this took me so long to respond, just really frustrated with Quickbooks right now.

This solution did not fix the issue.  Quickbooks pop up window states: "you need to delete this payment from the deposit before you can delete the transaction itself"  okay, so now I ask: What is the proper way to delete the deposit? (Thanks in advance for your patience with a non accountant type of person.)

G
grapeter
October 3, 2022

I entered a bill and then realize it was a duplicate because my Cash in bank was higher than  it should be but after I removed it, it  it threw my individuals balances off in the trial balance report even though the vendor detail individual and overall balances are fine.

I finally realized what the problem was but I am having a hard time accessing it to fix it because I get an error message indicating that it was reconciled and deleting it would throw my overall balances off. Please advise.

AlcaeusF
AlcaeusF
October 3, 2022

Hey there, @grapeter.

 

I'm glad you've figured out the problem with the individual balances. I'm here to assist you with making corrections to ensure your book is accurate in QuickBooks Online.

 

There are tools you can use to find discrepancies and other reconciliation issues. Before making any changes, I recommend securing a backup copy of your company file.

 

This way, you can revert anytime you want to undo the process and perform another method to balance it. It's a save point for your accounting data.

 

Here's how:

 

  1. Click the File tab at the top menu and select Switch to Single-user Mode.
  2. Go to the File menu again and hover over Back up Company. Then select Create Local Backup.
  3. In the window, select Local Backup and then Next.
  4. In the Local Backup Only section, select Browse and select where you want to save your backup company file.
  5. Set the number of backups you want to keep. This is optional.
  6. This runs a test to make sure your backup file is in good shape before you save.
  7. When you're ready, select OK.
  8. Hit Save it now and Next.

 

Once done, you can proceed with fixing the problem on your end. Please note you shouldn't make a reconciliation adjustment without your accountant's guidance.

 
I know you've already figured out the affected transaction, but it would be best to run a report. It'll help you verify the data and determine if it's the only one affecting the balance.

 

The Reconciliation Discrepancy report shows any transactions changed since your last reconciliation. They show by statement dates.

 

To run the report, please follow these steps:

 

  1. Go to the Reports menu. Hover over Banking and select Reconciliation Discrepancy.
  2. Select the account you're reconciling and then select OK.
  3. Review the report. Look for any discrepancies.
  4. Talk with the person who made the change. There may be a reason they made the change. Once you know, edit the transaction as needed.

 

You can use this link to ensure your balance is accurate and matches your financial statements: Fix issues when you're reconciling in QuickBooks Desktop.

 

If you need to undo recent changes, use your backup. I've attached an article you can use as a guide in the Desktop version: Restore a backup of your company file.

 

Drop me a comment if you have additional questions about editing reconciled transactions or fixing balances. I'm always here to help. Take care always.

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