If you delete a check you’re basically saying the transaction never happened. Transactions should only be deleted when you’ve made a simple mistake.
Let’s say you wrote the check for the wrong dollar amount but haven’t printed it yet. In this case its OK to delete the transaction and re-enter it because the transaction hasn’t actually happened and won’t until you actually print the check.
To delete a check in Quickbooks:
While in the check writing screen, go to edit and select delete check.
If a transaction has already occurred, meaning you’ve printed the check you will need to void it. For example, you issued a check to a vendor to pay for all the supplies you bought only to realize you paid them to much. You need to void the wrong check and then re-issue a check for the correct amount. If the check had been used to pay an invoice, then voiding that check will also reverse the payment for that invoice, returning it to an unpaid status.
When you use the void function in QuickBooks its keeps the check number, name of the vendor, and date for you. The check shows a zero dollar amount in the register and you can use the memo field to note the reason you voided the check.
To void a check in QuickBooks:
While in the check writing screen, go to edit and select void check. If you’re in the check register, select the check, go to edit and select void bill payment-check.
By voiding instead of deleting you are removing the financial effect of the transaction, but keeping a record of the transaction. In other words you won’t have gaps of missing check numbers in your check register. It’s a good practice to be able to account for all your check numbers for control purposes.
Thanks for reading and if you have any questions shoot me an email!