How to Restore Deleted Transactions on QuickBooks

Written by david roberts
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How to Restore Deleted Transactions on QuickBooks
Transactions that have been erased from the QuickBooks file can be restored. (pencil eraser image by Richard Seeney from Fotolia.com)

The method for restoring deleted transactions on QuickBooks depends on how the transactions are deleted. Transactions that are intentionally deleted or altered will appear on the QuickBooks Audit Trail and can be restored using the Audit Trail to re-enter the information. Transactions accidentally lost through a computer glitch or loss of data can be restored by using a backup file, if it is current. Ideally, a backup file should be created at the end of every day of entering data into QuickBooks.

Skill level:
Easy

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Instructions

  1. 1

    Click on the "Reports" button on the top menu bar, scroll down to the "Accountants & Taxes" button and click. When the side menu opens, click on the "Audit Trail" tab. It's the Audit Trail that captures each transaction that is entered, altered, or deleted. This feature helps prevent fraud issues by recording the date, time, and user who altered or deleted the transaction.

  2. 2

    Click on the "From" date range box and choose the day you believe the transaction was deleted. For the "To" date, choose either the same day, or if you are not sure what the day is, you can run the report by the week or month. Click on the "Refresh" button and the Audit Trail will update with all transactions within the date range you specify.

  3. 3

    Scroll down the list of transactions searching for the one that was accidentally deleted. Open up the original transaction by double-clicking on it. Take note of each item on the transaction and re-enter the information onto a new screen. The audit trail is organised by the user who created or last altered the transaction, then by transaction type, and then by the date the transaction was created, and then the date it was changed.

  4. 4

    Re-Enter the deleted transaction details. If it is an invoice that is accidentally deleted, create a new invoice with the details from the deleted transaction. If it is a bill or a bill payment, create a new bill or bill payment with the deleted details.

  1. 1

    Restore the latest backup file. If the transaction deleted is one of a few transactions you can restore the most recent backup file, which would ideally be done on a daily basis. You do this by clicking on the "File" button on the top menu bar and scrolling down to the "Open Or Restore Company" button.

  2. 2

    Click on the "Restore A Backup Copy" button. Click on the "Next" button. The software prompts you to answer the question, "Is The Backup Copy Stored Locally Or Online"? If you store backup to an external drive or flash drive, choose the "Local Backup" button and click next.

  3. 3

    Find the most recent backup copy stored on your computer. The software prompts you to choose the location in which it should search for the backup file. Find this location and click "OK". When you see the most recent backup, double click on it and then click "OK".

  4. 4

    Choose a location to save this backup copy. After the backup file has been located, the software prompts for information on the location you desire to save the new company file to. Choose the default location of the external drive or flash drive you currently use and click "OK".

  5. 5

    Open the file and check for the presence of the deleted transactions. Re-enter the transactions that were entered between the time that transactions were deleted and the time that you restored them. Doing so will involve re-entering all data entered on a certain day or days after the accidentally deleted transactions.

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