Edit a System-recorded deposit for QuickBooks Payments

Forum|Forum|1 year ago
June 11, 2025
1 reply
18 views

Each month we process auto-payments (credit card, bank, debit, etc...) for various customers. Recently one of the payments was cancelled by our customer but a system-generated payment and deposit had already been recorded. I need to delete the invoice and payment, but I can't until I edit the deposit. How do I do this? The deposit record only shows the total deposit amount with a memo "System-recorded deposit for QuickBooks Payments." I tried to edit it from the chart of accounts, but I was just taken back to the deposit record. Please note, our bank account is not linked in QBO.

QuickBooks Online

J

Jelayca V

QuickBooks Team

Thank you for sharing a detailed description of your situation regarding the system-generated deposits for QuickBooks Payments, @KrisG9988. I appreciate the steps you've taken so far. Let’s discuss how we can delete the deposit to ensure your records are accurate.

You’re correct that deleting the deposit should be done in the Bank register. However, please note that clicking the Edit button will lead you to the deposit page. To proceed without being redirected, click the Delete button instead. This will allow you to remove the deposit transaction related to the canceled invoice.

Go to Transaction, then Chart of accounts.
Select an account, then View register.
Click on the transaction, then Delete.

Once done, the next step is to delete or void the associated invoice transaction. Voiding a payment transaction ensures that it is canceled and will no longer affect your financial records. To manage this correctly, please follow these steps:

Navigate to Sales, then All sales.
Find and select the invoice transaction.
Select the More actions button, then Void or Delete.

You can generate the Profit and Loss report to gain valuable insights into your business's financial performance.

To further enhance your QuickBooks experience, our QuickBooks Live Expert Assisted team can guide you on best practices for invoice and payments effectively.

Have you been able to delete the payment transaction and manage the associated invoice successfully? If you have further questions, please don't hesitate to reach out. I'm here to help you get this taken care of. Take care.

K

KrisG9988Author

New Member

Thank for this information however, I forgot to mention that the deposit record is for all payments we processed that day so if I delete it, I delete all associated payments.

J

Jelayca V

QuickBooks Team

Thank you for following up and clarifying your situation, @KrisG9988. I appreciate your commitment to maintaining accurate records, and I’m here to provide clarifications on your deposits and invoices.

If you received the invoice payment and deposited it to the Undeposited Funds account, you can safely delete the system-generated deposit that contains those payments.

Once deleted, you'll want to create a new deposit that excludes the invoice you wish to cancel. This will ensure your records are accurate and maintain all important transaction details, properly reflected in the bank register.

On the other hand, if those received invoice payments are directly deposited to the appropriate bank account, you still need to delete the system-generated deposit to avoid duplicate entries.

To gain a comprehensive view of all customer transactions, including unpaid invoices and received payments, you can generate the Sales by Customer Summary report.

I hope this provides clarity regarding your options! If you have any further questions about your invoice and deposit records, please feel free to click the Reply button below. Your satisfaction is important to us, and I'm here to ensure you have a smooth experience. Stay safe

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