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Delete Transactions on Sage 50

Delete Transactions on Sage 50

Deleting a transaction in Sage 50 is an easy process. You can access the transaction from the transactions menu, and then delete the transaction from there. However, if the transaction is associated with other transactions, then you’ve to first delete the associated transaction to delete the original transaction. There are other limits on deleting transactions such as transactions from closed fiscal years that cannot be deleted in Sage 50.

In this post, you’ll learn how to Delete Transactions on Sage 50.

How to delete transactions in Sage 50?
In Sage 50, Go to Transactions and select the transactions that you want to delete. Choose Delete, then click on Yes to confirm. All the selected transactions will be deleted.

Difference between delete and void transaction?
Both options set the value of the transaction to 0. While the void option maintains a record of the transaction in your data file, the delete option completely removes the transaction from your books. Use Void if you need to maintain a record of the transaction.

Delete transaction option is grayed out?
The delete option for a transaction is grayed out if the transaction is related to another transaction in Sage 50. You have to first delete all the related transactions to enable the delete option.

How to Void a transaction in Sage 50?
To void a transaction in Sage 50, you first have to recreate the transaction with a reversed value. Then you can remove the original purchase or sales invoice.’

How to recover deleted transactions in Sage 50?
The only way to currently recover deleted transactions and recorders is to restore a backup of your data file. To restore, you can go to File, then click on Restore. You can then choose the backup file and restore your data to a previous version.

Things you should think about before deleting a transaction in Sage 50:

  • Ensure that the Sage 50 backup file has been taken
  • No tasks are allowed for work orders in the Sage Batch Controller
  • Delivery messages visible in the Sage controller have been updated in invoicing.

Delete Transactions on Sage 50

You can record and delete the following types of transactions in Sage 50:

  • Accounts payable
  • Payroll payments
  • Sales order and invoice
  • Purchase orders
  • Purchase invoice
  • Receipts
  • Expense ticket
  • Credit memo
  • Check

Steps to Delete Transactions on Sage 50:

  1. Log into the Sage 50 company file with an admin account.
  2. Click on Transactions from the main menu.
  3. Open the transaction that you want to delete.
  4. Choose delete.
  5. Between the void and delete options, choose Delete.
  6. When prompted “Are you sure you want to delete this transaction?”, choose Yes.
  7. For transactions that are from previous financial periods, you’ll receive the message “you are about to modify a transaction that is not in the current period. Do you want to continue?” Choose Yes.

Delete Entry Management or Cash Management:

  • First, go to the task menu list and tap on the edited register.
  • Then, tap on the respective bank account and then choose OK.
  • Now, to delete a transaction, locate it in the row that matches the transaction.
  • Tap on the transaction to choose it.
  • You will notice the black indicator for that special transaction.
  • Right-tap on it.
  • Tap on Delete Row and then choose yes.
Important Note: If any transaction is taken in the form of a bank transfer, confirm that the different side of the transfer is removed from the bank account.
  • Choose Finish and then tap on the Start button and the journal entry is printed to a printer or file.
  • Reversing entries can be posted with General Ledger (Entries, Posts, and Tasks) in Cash Management.
  • Your bank balance may require to be deleted after the entries have been deleted.

Transactions that we cannot delete or amend in Sage 50


When you fix a transaction, some restrictions apply to the edits you can create. You cannot delete or modify the following types of transactions. Rather, you have to change and re-post them accurately.

#1: Automatic transactions

  • For example, transactions are done through the Refund, Write Off, and Return Wizard. This is because the context of this type of transaction shows that it was generated automatically.
  • If you revise the transaction, delete the context, and keep the changes, you can delete the transaction. Customer records can be affected by Month to Date (MTD) and Year to Year (YTD) when editing or deleting a transaction.

#2: Journal entries

  • Sage Accounts v21 and below – You can only edit the Description and context fields. If you want to fix a journal, you have to reverse it. To do this, post opposite entries on the same date or use the Journal Reversal option.
  • Sage Accounts v22 and above – You can edit and delete journals made in these versions. You are not able to delete or modify journals posted in earlier versions of Sage 50.

#3: CIS v1 only

  • Matched transactions in the CIS module. To check if a transaction is CIS resolved, tap on the transaction choose the appropriate transaction, and then check the CIS column. If there is a Y in this column, the transaction is CIS resolved.
  • If the CIS column does not arise, right-tap on the other column heading, and then choose CIS.
  • Sage 50 Accounts v22 and above – If you are using the new CIS v2 module to assist you right CIS transactions, please refer to Sage 50 CIS v2 – Correcting CIS Transactions.

#4: VAT reconciled transactions

  • Although you cannot delete VAT-matching transactions, you can reverse them which cancels out the impacts of the original transaction. VAT Cash Accounting – Allotted VAT matching transactions must be manually reversed.

#5: Foreign transactions

  • You can only edit the Contact, Description, Bank Reconciliation, and Exchange Rate fields. If you require editing any other fields, you should delete the transaction and re-enter.

#6: Journals involving foreign currency bank accounts

  • You may not edit or modify any of the fields for the journals that influence foreign bank accounts. You should change the journal and re-post the right details.

Error: Delete button is grayed out

This is a Sage 50 error that disables the delete button, which appears grayed out. When you try to click on the button, it fails to work. So you aren’t able to delete any transactions from your company file. It may also occur when you try to delete a purchase order in Sage 50.

Causes for the “delete button is grayed out” error:

  • The current transaction is tied to another one
  • The transaction belongs to a financial year that you’ve already closed
  • The transaction data is damaged

The current transaction is tied to another one

If your transaction is connected to another one, then you’ll have to delete the related transaction to delete the current one. You should be cautious while doing this because deleting related transactions can sometimes generate data errors in your company file.

Steps to delete related transactions in Sage 50:

  1. Go back to Sage 50 and open the transaction that you want to delete.
  2. Choose View Related Transactions.
  3. Open the related transactions and delete them one by one.
  4. After deleting the related transactions, you can click on the delete button to remove the transaction from Sage 50.

Note the following points:

  • If the related transactions are associated with other transactions, then you won’t be able to delete them. So you’ll have to first delete related transactions for the transactions associated with the one you want to delete.
  • Amount paid at sale is a transaction type that cannot be deleted from the transaction screen because the transaction itself is part of the invoice.

The transaction data is damaged

If the transaction data is damaged, then you can use two built-in utilities to recover the transaction and fix the damage.

Run the vendor/journal synchronization test

Use this test with caution and back up your company file before you test the integrity of your data. And those who are using the Remote Data Access feature need to Stop Sharing before beginning with the integrity check:

Steps to fix transaction error with integrity check in Sage 50:

  1. Change the accounting period with the following steps:
    1. Choose Tasks, then click on System.
    2. Click on Change Account Period.
    3. Choose the correct account period and click on Ok to proceed.
    4. For the following three questions, choose the option No:
      1. Would you like to print your invoices or checks before continuing?
      2. Would you like to print your reports before continuing
      3. Would you like to run an Internal Accounting Review?
    5. You’ve successfully changed the current accounting period.
  2. Go to the Help menu and choose Support Utilities.
  3. Click on Integrity Check.
  4. Choose Backup and input a name for the backup file. Click on Save.
  5. Choose Reindex Files.
  6. Choose a Vendor from the list, then click on OK.
  7. When the integrity check loads, choose Continue.
  8. Click on Reindex files, then click on the Jrnl Header. Choose Ok.
  9. When the integrity check loads, choose to continue.
  10. Click on Reindex Files, then Jrnl Row. Click on OK.
  11. When the integrity check loads, choose Continue.
  12. From the Data Synchronization Tests section, choose Vendor/Journal, then click OK.
  13. Try to delete the transaction in Sage 50 to ensure that the issue has been resolved.

Run the invoice/payment sync test

This test also checks the integrity of your accounting data and fixes basic transaction errors. It’s quite similar to the previous test that you ran and doesn’t take that long.

Steps to run the invoice/payment sync test to fix delete transaction errors in Sage 50:

  1. Create a backup of your company file before proceeding with the integrity check.
  2. Change your accounting period by going through these steps:
    1. Choose Tasks, then click on System.
    2. Click on Change Account Period.
    3. Choose the correct account period and click on Ok to proceed.
    4. For the following three questions, choose the option No:
      1. Would you like to print your invoices or checks before continuing?
      2. Would you like to print your reports before continuing
      3. Would you like to run an Internal Accounting Review?
    5. You’ve successfully changed the current accounting period.
  3. Launch integrity check with the following steps:
    1. From the Help menu, choose Support Utilities.
    2. Click on Integrity Check.
    3. Follow the steps to back up your data and click on Continue.
  4. In the invoice/payment sync test section, click on the Accounts Payable or Accounts Receivable option.
    Note: your choice depends on the type of transaction that you want to delete from Sage 50.
  5. Choose the appropriate Correction Strategy, then choose OK.
  6. Try to delete the transaction once again.

In step 6, while selecting a correction strategy, if you choose Ask Each Time, then Sage 50 will prompt you with the invoice and payment, asking you which one is correct. Choose the right option and then select OK to move forward.

Delete bank transactions from Sage 50

You can also delete bank transactions from Sage 50. However, the process gets complicated if you try to delete reconciled bank transactions or payments and receipts that include VAT. Upon deleting a bank transaction, the deleted transaction is removed directly from the bank account in Sage 50 and the balance of the account is also updated.

Delete a bank transaction from Sage 50:

  1. Go to the Banking menu.
  2. Choose the bank account from which you want to delete the transaction.
  3. Go to the Activity tab.
  4. Mark the checkbox against the transactions that you want to delete.

From the toolbar that appears below the transaction list, click on the Delete icon.

How to Delete a Purchase Transaction On Sage 50

Delete a purchase invoice

This clarifies how to delete a purchase invoice. The technique utilized depends on whether it’s been paid or included in a VAT return.

If the invoice has been
  • Paid – To delete the payment from the invoice first you have to remove the payment.
  • Paid with a credit note- To delete the link to the credit note, you must first delete the credit note.
  • Included on a VAT return – In this, you cannot delete the invoice. Also, reverse the invoice value with the credit note.
Delete a purchase invoice

Once an invoice is unallocated and not paid for, you can delete it.

  • First of all, you have to select the Purchase Invoices from Purchases.
  • After that select the check box next to the relevant Invoice.
  • Then you have to select delete from the toolbar.

How to Delete a Journal Entry in Sage 50

Deleting entries

When you delete any journal entry, it is also removed from the list on the Journal page. But some journal entries cannot be deleted. This happens when one or more lines are present in the journal entry.

To delete a journal entry

  • First of all, you go to Adjustments Journals and find the journal you want to delete. If you know that journal, then you can search it from the search box. Apart from this, if you know the date then you have to change the date range.
  • After that, you have to click on delete. (left side of the entry)
  • Then you have to confirm by clicking on Yes.

How to Delete Multiple Transactions in Sage 50

If you want to delete multiple transactions in Sage 50, follow these steps:

  • Open Sage and go to the Transactions tab.
  • In the Transactions window, click on the transaction you want to delete.
  • On the transactions menu, click on Delete Selected.
  • In the dialog box that opens, select whether you want to delete all the details of this transaction or just the funding source.
  • Click OK to close the dialog box and delete the transaction.

Conclusion!

I hope that you found this post helpful and that you were able to delete the transaction in Sage 50. Sometimes errors can make things difficult, so I’ve also offered the steps to resolve transaction errors through simple integrity checks. Just make sure that you create a backup of your company file before deleting a transaction or performing an integrity check.


Frequently Asked Questions


How do I delete a transaction in Sage 50?

Can you delete journal entries in Sage?

How do I correct a transaction error on Sage?

Can I Delete Transactions on Sage 50?

Can I delete bank transactions from Sage 50?

What is the difference between deleting and voiding a transaction in Sage 50?

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