BLOGS & ARTICLES
Can I retrieve a deleted invoice in QuickBooks?
Can I retrieve a deleted invoice in QuickBooks? With some programs, it can be very stressful to remedy misplaced or deleted invoices. It is one of the biggest myths that programs like Microsoft Dynamics or NetSuite will tell you - QuickBooks does not have an audit trail. Fortunately for all us QuickBooks users, it does have an audit trail and you can not turn it off.
QuickBooks makes it easy for you to retrieve all significant information from deleted invoices. To access a deleted invoice, run the Voided/Deleted Transactions Report by selecting Reports and then Accountant. From here, you should be able to see the detail of the invoice in question. You can add columns for more information on this report as well. You can't retrieve or restore the deleted invoice, but you can print out the transaction report so that you have the information to re-enter as a new invoice.
In the same section there is also the audit trail report. This report can be filtered by number or date to find the transaction we are looking to recreate. The audit trail gives you two date ranges - the first is for the transaction date. The second is for the modified date. The other day I had a client, who is a distributor and maintenance company, who had a glaring balance change in an asset account. They went back and compared balances for 6 months to see where the difference originated. We hopped on a quick LogMeInRescue session so I could look with them. In about 30 seconds we had run the audit trail report for all changes that effected the prior year (meaning the transaction was dated in the prior year) that had been changed in the last week (meaning the date the transaction was created). It is January so one of the people on the accounting staff had accidentally dated a transaction to January 12th, 2012 instead of 2013. (I made sure to show them the closing date as well).
Written by Marjorie Adams
Marjorie Adams is CEO of Fourlane. After several years as Controller for a large, private manufacturing company, Marjorie decided training was her specialty and ventured into the accounting software industry.Marjorie is considered one of the top QuickBooks experts in the country and CPA Practice Advisor Top 40 Under 40. She is instrumental in providing product feedback and recommendations to Intuit and currently sits on the Intuit Solution Provider Council.