So often, when troubleshooting QuickBooks® files, deleting the JUNK from the client’s file is such a huge task. On top of that, it had to be done one by one, unless a third-party software was used. Now, built into QuickBooks Accountant in 2016, we have a tool that can batch delete the following types transactions: invoices, bills and checks.
Yes, I know –the sales receipts, payments, deposits and credit card charges are not currently available in the tool, but I am crossing my fingers that future release updates will add more transaction types. However what is great about the tool is that you can also VOID in batch, instead of delete, which is good because we can append a MEMO with notes stating why we decided to void all those transactions. This is a much better audit trail.
But, what I found to be most fun about this tool was the filters, which can be used with this new feature – Batch Delete Transactions:
- We can filter by date range, based on Last Modified Date OR Entered Date (original creation date). This is a new filter we never had access to in QuickBooks, so I hope that they make this available on reports as well, now that they have discovered how to use it! On all other report filtering systems, you are forced to use the Entered/Last Modified date as a combined filter, so you lose Entered Date as a filterable option when the transaction is Modified on a different date.
- Show or Hide Transactions that have other linked transactions. This is great because in all other reporting systems, it is impossible to see whether an invoice has a payment attached to it, or a bill with a bill-payment attached. The significance of this is that you are able to avoid deleting a transaction that can actually affect another transaction.
- A cleared column is also great to make sure that the user makes the correct decision about whether they actually want to delete a CLEARED check, which may cause a reconciliation discrepancy.
Check out the complete walkthrough of these features in my YouTube video here, or by clicking the image below: