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.
You can change the date range for shown transactions, or click the Customize Report button to add filters to the report.
Have you had issues with deleted or voided transactions in your office? Feel free to share your story with your reply.
First of all, it won’t look exactly the same. But you can make it look a lot more like QuickBooks 2012 (or prior) than it does by default, which looks like this:
Some (many?) folks don’t like the monochromatic look that was one of the most obvious changes in the 2013 version.
To make it look more like it used to, first of all make sure that you have R6 update (or later) installed. Prior to R6, you were pretty much stuck with the black/white/gray mode. To check for updates, just click Help / Update QuickBooks… and let it check for more current updates than you currently have installed.
So after getting R6 or later installed, click Edit / Preferences. Click Desktop View in the left pane. You’ll see this:
Click the checkbox for “Switch to colored icons/light background on the Top Icon Bar” and then click OK.
Now click View, and click “Top Icon Bar”.
Voila! This is what your QuickBooks desktop will then look like:
It’s a beauty, ain’t it? Nice, colorful icons up top, just like you’re used to. They changed the graphics for the icons, and I think the font is a little different, but it’s a lot more like the look you had in 2012 and prior versions.
Let’s say that you have QuickBooks users in your office that need to be able to process sales with credit cards on file, but you don’t want those users to be able to see the credit card details that are stored in QuickBooks.
This is easy to accomplish.
In QuickBooks, just click Company / Edit Users and Passwords / Set Up Users.
Select the user for whom you want to restrict credit card access. Click Edit User.
Click Next until you get to the Sales and Accounts Receivable Screen. You’ll see this:
Uncheck the box at the bottom that says “View complete customer credit card numbers” and then click Finish.
Make this adjustment to the permissions of any users for whom you wish to prevent a view of customer credit cards.