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Sync or delete a general purchase
When to use it
Use this guide when you need to sync or delete a general purchase.
Before you start
- Open General Purchases from the module menu. Your account must have access to this screen and permission for the action you want to complete.
What this changes
The selected purchase is submitted for accounting sync or removal.
Purchases and reimbursements record expenses for approval, accounting and eligible payment scheduling. A saved request or approval is not proof of a completed transfer.
Steps
- Find the purchase and check its status and reference.
- Use Sync to QB when the accounting sync is due, then check the result.
- For an eligible incorrect record, use Delete and review the confirmation before Yes, Delete.
Screenshot to add: General Purchases: sync or delete a general purchase. Capture filename: images/sync-or-delete-a-general-purchase.png.
Restrictions
Sync and deletion are separate actions with separate access. Deletion does not reverse a transfer already made.
An approved purchase cannot be deleted. It must be validated before QuickBooks sync, and an already synced purchase cannot be synced again.
If something went wrong
After an unclear Sync to QB, check the saved sync status and QuickBooks reference before retrying. Already synced purchases cannot be sent again through this control.
After an unclear Yes, Delete, check the list before repeating it. If the wrong eligible purchase was deleted, give Finance the reference and original receipt before recording a replacement. Approved purchases cannot be deleted; use Purchase recovery for the available review path.
Check the correction
Check the original record's result and external accounting reference. Confirm a replacement has not duplicated the receipt or payment; deletion is not a refund.