Remove

Manage and customize lists, forms, and transactions in QuickBooks Online

QuickBooks Online offers flexibility to manage your lists, customize the appearance of your forms, and maintain accurate transaction records. Below are guides for handling common tasks related to removing or changing data, as well as customizing your sales forms and purchase orders.

Voiding or removing uncashed checks

If a check was written but never cashed, you generally have two options to handle it in your books. Be aware that both actions affect your financial history.

• Void the check: This changes the check amount to zero but keeps a record of the transaction in your register. This is usually the preferred method for maintaining an audit trail.
• Delete the check: This completely removes the transaction from your records. While this cleans up the list, it eliminates the history that the check was ever written.

Alternative option: If you want to keep the original expense record but stop the payment from showing as outstanding, you can record a deposit to the same bank account used for the original payout. This effectively offsets the uncleared check.

Managing employees and names

You cannot delete a name (such as an employee) if it is associated with existing transactions. To remove the name from your list while preserving your transaction data:

1. Go to the Settings (Gear icon) and select All Lists.
2. Choose Names (or navigate to the Employees or Vendors list).
3. Identify the name you wish to remove.
4. If the name is attached to transactions, edit the specific transactions to re-associate them with a different name (for example, change the “Rep” or “Vendor” field to a generic placeholder or a new active name).
5. Once the name is no longer attached to any transactions, you can make it inactive or delete it.

Note: QuickBooks Online does not support third-party plugins or mass updater utilities often referenced for older desktop versions. Changes must be made manually within the web interface.

Handling LLC member equity

When a member or owner of an LLC leaves the company, you must address their equity account. The specific steps depend heavily on your partnership agreement.

Typically, the departing member’s equity is paid out, which zeroes out the account. Because the tax consequences can be significant for both the remaining partners and the departing member, we strongly recommend consulting with a tax accountant to ensure this is recorded correctly according to your specific operating agreement.

Customizing sales forms

You can control what information appears on your sales forms, such as invoices and estimates, including the return address.

To remove an email address from the return address:

1. Go to the Settings (Gear icon) and select Account and settings (or Company settings).
2. Click the Sales tab on the left.
3. In the Messages section (or within the Customize look and feel options), look for the return address settings.
4. Uncheck the option for Include email address with return address.
5. Click Save.

To remove the “Service date” column from an Estimate:

1. Go to the Settings (Gear icon) and select Custom form styles.
2. Find the style you use for estimates (usually “Standard” or a custom style) and select Edit.
3. Go to the Content tab or the section labeled Activity/Table.
4. Look for the Service date or Date column options.
5. Uncheck the box to display the service date.
6. Click Done or Save.

Managing Purchase Orders

If a Purchase Order (PO) displays a “Received in full” stamp but you need to edit it, it is likely because the system sees the item as closed or fully fulfilled.

• To reopen the PO for editing, ensure there is an open balance or quantity remaining to be received.
• If the PO has a zero balance and is closed, you may need to adjust the quantity or cost to reflect the actual status of the order. You can enter an approximate cost if the exact figure is not yet finalized, which allows you to keep the PO open and remove the “Received in full” status.