How to undo a change in QuickBooks

Pin down what kind of change it was. If a transaction is still in QuickBooks but its details are wrong, its own Audit history is the place to look, since it records every change made to that one transaction. If the transaction was deleted, or the change was to a setting, a customer or a supplier, go to the audit log, which covers activity across the whole account, sign-ins included.

Check you can see the records. Only users with full access rights can open a transaction's Audit history, and the audit log needs admin access. If the log isn't there for you, your primary admin can give you access.

Mind the time limit. Events stay in the audit log for two years, so a change older than that may no longer be there to trace.

1. Open the transaction that was changed. For an invoice or another sales transaction, go to All apps, select Sales & Get Paid, then Sales transactions, and select View/Edit in the Action column. The way in can differ for other transaction types.
2. Select More actions. On some types, such as a bill or a cheque, the option is called More.
3. Select Audit history, which opens the audit trail.
4. Read the expanded view, which lists the changes as a timeline. For a side-by-side comparison, select Compare Versions from the View Mode dropdown; Show Timeline in the same dropdown takes you back.
5. Note who made each change, when it was made and what it altered.
6. Edit the transaction to put back the details it had before the change you want to reverse.

If the transaction was deleted, there's no record to open. Go to Settings and select Audit log, filter with the User, Date Changed or Events dropdowns, and find the deletion among the results, which load 150 records at a time. Where the History column offers View, select it to see the transaction's history. The log shows the date, the user and the original transaction details, and those details are what you use to enter the transaction again.

Your correction is a change too, so the transaction's Audit history records it alongside the original edit, with who made each and when.

A deleted transaction you re-enter goes in as a new entry, from the details the audit log kept. The deletion itself stays in the audit log, which can't be turned off.

Look for knock-on changes too. Editing one record can change another: Intuit's example is a payment edited to link to a different invoice, which can show up as a System Administration event against the invoice it was first applied to. Intuit also suggests checking for indirect edits, where a transaction already on your books was modified, such as an edited reconciliation. Put back each record the original change touched, not only the one you noticed.

No View in the History column means that transaction type doesn't offer it, since View appears only for certain transactions. If the More actions option isn't where you expect, the name and position vary with the transaction type.

Seeing a user you don't know? Entries under System Administration were made automatically by QuickBooks, for example when a recurring transaction is added or a connected app sends data. Online Banking Administration covers automatic changes to connected bank accounts, and Support Representative marks a change made by a QuickBooks Online support consultant.