Resources for County Offices
Questions and Answers
I delete accounting transactions?
Yes, but don't do it!
It is good accounting
practice to void a transaction instead of deleting a
transaction. QuickBooks will allow you to delete a
transaction but will track the deleted transaction in the Audit
Trail report. The deleted transaction is no longer included
in the checking register.
Deleted transactions will be questioned by auditors.
Bank reconciliations and data verification will become a
a transaction, QuickBooks
retains part of the original transaction in the Register. It
changes the amount to zero and inserts "void" in the
memo field. The voided transaction is also tracked in the
Audit Trail report.
After voiding a
transaction, prepare a Memo
to explain why the transaction was voided, sign and date the
Memo. Ask your County Program Director to sign and date the
Memo as well. File the memo with your accounting
reports. Consider printing a copy of the Audit Trail
report that includes the original and voided transactions.
do I print an Audit Trail Report?
Go to Reports, Accountant and Taxes, Audit
In the date range, Enter the date that the
transaction was voided.
County has several outstanding
checks from 2000 thru 2001
that need to be voided.
I am unable to void them because of the dates. When you get a chance
can you log on as administrator and void them? Thanks (submitted
by Kathy Pearson, Jackson County)
outstanding checks dated in a prior year and with
closing date already set will require adjustments to the opening
balance transaction and related class balances in the split
account field. Also, this would affect all monthly class balances
in reports for the year to date!
For prior year transactions, it is good accounting practice to reverse
a transaction rather than void a transaction. The
reversing transaction will include all the fields of the original
transaction, with one exception: the amount will be entered
in the opposite field. (see section, "After the
closing Date is Set," in the Voiding
- Determine the class code, account
number, vendor of the original transaction.
- Create a new transaction in the
checking register, using today's date, original vendor,
original class code, original account number.
Use the split screen (click on Split button in lower left
corner of checking register) to enter the class code.
- Enter the amount in the deposit
field to add the amount back to the checking register.
- Place a checkmark in the checkmark
- Click the Record button at
lower right corner of register to save the transaction.
- In the Bank Reconcile screen, place
a checkmark preceding the original check transaction to
clear it from the reconciliation screen. (This is the
only place where you can place a checkmark in a prior year
transaction since the closing date is set)
- Select the Leave button at
lower right corner of reconciliation if you are not
reconciling your bank statements at this time. This will
retain the checked-off original check transaction until you
return to complete the reconciliation.
am missing several check numbers in my check summary
list. How do I review the check sequence of all my
Go to Reports, Banking, Missing
Checks. This report lists checks in numerical sequence
and points out where duplicate check numbers were used or check
numbers are missing.
checking register balance does not match my Funds (class) Balance
Report. How do I check for errors?
Become familiar with the Unclassified
Transactions Report. It
lists transactions that have no class codes.
Payroll liabilities, savings transactions, petty cash, and opening
class balances typically are the types of transactions that should
not have a class code.
Transaction report displays both debit and credit type
transactions. When debits and credits are not equal, your
books will not be "in balance."
For assistance on
constructing and interpreting the Unclassified Transaction,
contact your Regional CAST Trainer
or the QB
Other documents that may
be beneficial in data verification include: Safeguarding
(Class) Balance report configuration.
August 01, 2007