Unable to delete or edit a transaction

Article ID: 2024729                 Last updated: 9 May 2019

 

When a transaction cannot be deleted or edited, the only option made available is to Reverse the transaction instead. There may be a number of reasons why you cannot delete or edit a transaction.


The transaction is from a previous financial year that has now been closed

You can not delete a transaction from a previous year because those financials have been finalised and completed. In this case your only option would be to reverse the transaction and date the reversal with a current financial year date. Please speak to your accountant about the effect this will have on your current financial year's reports.

 

You have a preference set that doesn't allow deleting or editing of transactions

Go to the Setup menu at the top of your screen and choose Preferences, select the Security tab and un-tick the preference Transactions CAN'T be Changed; They Must be Reversed. You can then proceed with deleting the transaction.

 

You have a preference set to Lock Periods up to a certain date

Go to the Setup menu at the top of your screen and choose Preferences, select the Security tab and check the status of Lock Periods: Disallow Entries Up to and Including: [date] Once set to an earlier date (or un-ticked), you can then proceed with deleting the transaction. Reset this option if you wish to re-lock the period.

 

The transaction may have been included in a reconciled and/or submitted VAT return

Once a transaction has been included in a reconciled VAT return period, you should consider it as being un-editable and un-deletable; it should be reversed.  However:

  • If you are not signed up for Making Tax Digital there is a possibility that you can undo the transaction's VAT reconciliation period, which will allow it to be edited or deleted, but we do not recommend this.
  • If you are signed up for Making Tax Digital, you cannot undo VAT reconciliation periods that have been submitted to HMRC, which makes the transaction un-editable and un-deletable under any circumstances.

The transaction may be linked to another transaction

You can edit, but not delete, transactions that are linked to other transactions.  For example, you can edit, but not delete, a sale or purchase that is linked to a payment or credit note.  Similarly, you cannot delete a paycheque that is linked to an associated liability payment to HMRC or pension company.

If you wish to delete the invoice or paycheque, you will first need to delete the linked transaction.  For invoices this is best done by viewing the invoice and clicking the History button towards the bottom right of the invoice window to view all linked transactions.  If you need to delete linked payments or credit notes, ensure that you re-record them again once you have completed your editing/deleting tasks, if necessary.  Note: re-recorded payments will appear for reconciliation again during the next Bank Reconciliation.

 

You may be viewing a bank transaction that was originally grouped together with Undeposited Funds

In situations where a bank transaction was originally grouped with Undeposited Funds and then deposited to the Bank via the Prepare Bank Deposit feature, you will need to delete the Bank Deposit that the transaction was grouped with. This will return the transaction (and the other grouped transactions) back to an undeposited state in the Prepare Bank Deposit window from where it can then be deleted.

 

The Item Invoice you are viewing was entered in MYOB version 11 or earlier

You can not delete Item Sales or Purchase invoices that were entered in MYOB version 11 (circa 2001) or earlier due to changes to the Items List and Invoicing features in later versions of MYOB and Mamut AccountEdge. In this case your only option would be to reverse the transaction and possibly apply the reversal against the original invoice by using the Apply to Sale option within the Returns & Debits section of the Sales Register or Purchase Register.

 

Click here for more information about Deleting or Reversing a transaction.

 

 

Disclaimer: This information is of a generic nature. For specific advice regarding your particular circumstances please seek assistance from your accountant, HMRC or your IT Consultant as appropriate.