Take a free trial of Clear Books Or take a look at our new product Clear Books Micro

no delete all button as advised in system message

Problem reported by Jonas Andersen 3 years ago

I am trying to delete some duplicate bank account entries and are advised by the system that:

PAY001926 has been included on a VAT return and cannot be deleted. The Bill you want to void has a payment allocated against it. Please either "Delete Payment" to delete just the payment or "Delete All" which will delete both the payment and the bill

however there is no Delete All button ... why is that? see attached


8 Replies

Hi Jonas,

This is because the transaction has been included on a VAT return. If the return has not be submitted then you could delete it Edit/Delete the invoice(s) in question then recreate it. In this case, the VAT return has already been submitted, so you would need to enter a request for our backend team to delete the return so you can then update the transactions and once again create the now corrected VAT return which you can submit to HMRC.

If you can send a request to Support@clearbooks.co.uk, outlining which Returns need to be deleted to allow you to modify the invoice(s) you need to change. The corresponding VAT return can be learned in the invoice details next to the "VAT Return" heading.


I hope this helps, Theo

Hi Jonas - it's far easier just to enter £6.24 received on the same date, from Tescos, and use the refund tab to explain it, then when you do the next VAT return you tick the "include late invoices" checkbox it will be included on that and will reverse any VAT you overclaimed.

I think this is preferable to changing an already submitted return as there's no facility to submit corrected returns and corrections of up to £10K can just be made to later returns.

Thanks Paul for more great advisory.

Sorry.. i'm struggling to find the right way to do this... i tried adding a new 'Money in' entry for that date but the system will not allow me to make that a refund, it promts me to use the Quick Pay option on the invoice, but I cant get this to work either.

Paul can you explain how to do this?


Hi Jonas - Of dear, I too am confused.

As far as I understand it you have a money out item above for Tescos on 19 July which you want to remove or negate because there's already another Tesco payment recorded that you want to keep.

Because you can't actually remove it all you need to do is generate a Money in item from the Money screen for the same amount and, using the refund tab when you come to explain it, you make sure that the VAT and account you pick is identical to the one you created in PAY you incorrectly created above. See the attached screen shot.


When you hit Add new transaction, it will create a PRF (purchase refund) which will increase the bank account and create the opposing negative sums for VAT & Net to counteract the erroneous payment.

Creating and explaining a Money In from the Money screen is a one off event and I've never known the system refuse to process it as a transaction or a refund. Also, Money in & Money out entries from this screen create their own invoices & bills and so there's no opportunity to use Quickpay as the system generated invoice or bill is paid off automatically.

I'm guessing but I'm wondering therefore whether you are using "Money in" from the Sales screen instead? This and its equivalent "Money out" on the Purchases screen are designed to enter receipts and payments on account, ie money received or paid up front, before an Invoice or bill is created. As & when you enter the invoice or bill you can use these sums to pay them off.

I hope that helps?


Thanks that works... i used the 'Money in' under sales before which acts very differently. Your solution works - thanks again.

Phew! Thanks Jonas.

Having two Money in and Money out features in the software has always been a problem, they are two completely separate systems within Clear Books but there's little to steer the unaware user to the correct one.

Reply to this problem

Attach images by dragging and dropping or upload

Your comments will be public and can be answered by anyone in the Clear Books community.

Find out what we do and who we are