View Deleted Transactions (Recycle Bin)

 

Deleting transactions in sales and purchases is now a temporary deletion instead of a permanent one: the deleted transaction moves to the trash (Deleted Items) and stays restorable for 90 days, which protects you from losing data when something is deleted by mistake.

Before you begin

• Accessing the trash requires one of two new permissions, which aren’t enabled by default for any role:
  • Manage Deleted Sales Transactions: in the sales permissions section, and covers sales invoices, refund receipts, credit notes, and debit notes.
  • Manage Deleted Purchase Transactions: in the purchases permissions section, and covers purchase invoices, purchase refunds, debit notes, and credit notes.

What happens when you delete a transaction

1. Open the transaction (such as an invoice), click the ⋯ menu, then click Delete.
2. Confirm the message Are you sure you want to delete following Invoice with all related data?
3. The message Invoice moved to trash for 90 days appears, with a View Trash link that opens the deleted items directly.

Steps to view the recycle bin

1. Go to the list of the transaction you need (such as Sales → Manage Invoices, or Purchases → Purchase Invoices).
2. Click the ⋯ menu at the top of the list, then choose Trash.
3. The Deleted Items page opens and shows the deleted transactions. Each row shows:
   • Deleted: the date the transaction was temporarily deleted.
   • A Permanent delete in … days badge showing the days left before automatic permanent deletion (out of 90 days).
4. Use the row actions on the transaction you need:
   • View: opens the transaction to review it.
   • Recover: restores the transaction to the main list, and the message Invoice has been recovered appears.
   • Clone: creates a new transaction with the same data.
   • Permanent Delete: deletes the transaction permanently after confirmation, and the message Invoice has been deleted appears. This can’t be undone.

If there are no deleted transactions, the message No deleted invoices/debit notes found. appears.

How the system works

• When you delete a transaction from the view screen or the list actions, it’s deleted temporarily and moves to the trash with the same number and all its data, and the deletion is recorded in the activity log.
• The deleted transaction disappears from the whole system: the main list, client and supplier balances, cost centers, and all sales, purchases, accounting, and client reports, so it isn’t included in any results or totals.
• The journal entries of the deleted transaction change to “Draft” status, and its stock transactions are deleted, while its payments aren’t deleted but change to a new “Pending” status.
• The serial number of the deleted transaction isn’t reused in new transactions, and if the numbering is set as “Unique”, it can’t be entered manually either.
• After 90 days, the transaction is deleted permanently and automatically with its journal entries and payments, without prior notice.
• If the branches feature is enabled, the trash shows only the current branch’s transactions, like the main list.

Validation rules

• The current conditions that prevent deletion still apply as they are: transactions linked to payments, requisitions, or notes can’t be deleted, with the same current messages.
• Transactions sent to or approved by a tax authority (ZATCA, the Egyptian Tax Authority, or others) can’t be deleted, either permanently or temporarily.