QuickBooks: How to See What Your Users Have Been Deleting

 

It’s just common sense that there shouldn’t be many deleted transactions in your QuickBooks file.

If there are a lot of deleted transactions, then it could mean that a lot of mistakes are being made, or someone is trying to hide something. There could be other explanations too, but usually they would not be good news either.

So how can you check and see what has been deleted?

Fortunately, there is a report just for that. It’s called the “Voided/Deleted Transaction” report. It comes in summary and detail formats. You access it by clicking the Reports / Accountant and Taxes menu.

When you run the report, it will show you transactions that have been voided or deleted. It will break that out by the user, so you can see what transactions each user has deleted/voided. It shows the type of transaction and the date the transaction was deleted. Below that, the report shows a kind of audit trail of the original transaction.

Here’s an example. Click on it to enlarge.

 

 

Deleted or voided transactions will show up under the headings for the original user, and the user who deleted or voided the transaction. In the example above, Anna both wrote a check to Chris Markley and then deleted the check.

 


Source: QuickBooks and Your Business Blog – Shannon Tucker, 2013

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