How to videos →

Rundocs › More

Delete, void, or deactivate

Last updated 2026-07-06

Rundoo is built around preserving data — every sale, transfer, payment, and adjustment forms part of your audit trail, so the default answer to "can I delete this?" is no. Instead, you'll see deactivate (soft-archive) or void (mark canceled) most of the time. Hard delete is reserved for records that don't carry historical weight (saved cards, contact rows, configuration entries).

This page is the lookup table — a single place to check whether a given record can be deactivated, voided, or deleted, and what each action means.

The three actions — what each one means

  • Deactivate — the record stops appearing in active searches and default lists, but its history stays intact. Past sales, orders, transfers, and reports continue to reference it. Reversible — toggle the list's Status filter to Inactive, open the record, click Reactivate.

  • Void — the record appears in searches but doesn't roll up into reports. Used for transactions that were created but not finalized, or finalized in error and reversed.

  • Delete — permanently removed from the system. Reserved for records without historical reporting weight.

What you can deactivate

Search results and most default lists hide deactivated records. Their history stays intact and shows up on past transactions.

  • Customers

  • Vendors

  • Products

  • Staff accounts *

  • Locations — only by Rundoo Support; message support to request

  • Jobs

Reactivate via the Status: Active filter on the parent list, switch to Inactive, open the record, click Reactivate in the top-right action cluster.

ℹ️

Phone numbers can't be edited on staff accounts. If a staff member changes their phone, deactivate their record, change their Staff ID, and create a new account. See Staff.

What you can void

Void covers transactions and movements that were created but shouldn't roll into reports. Voided records remain in search results so you can find what happened, but the data side is reversed.

  • New transactions (sales)

  • Drafts

  • Quotes

  • Will calls

  • Special orders

  • New orders (purchase orders)

  • Order drafts

  • New transfers

  • Transfer drafts

  • In-transit transfers

  • New inventory counts

  • Transactions (charge-account only) — see Bills & payments for the void-a-charge-account-sale flow

⚠️

Card, cash, and check sales can't be voided — they're finalized at payment. Reverse them through a Refund or Return instead. Only charge-account sales (which haven't been paid yet) can be voided directly.

Voiding a sale — what happens to inventory

When you void a completed charge-account sale, Rundoo opens a Void Completed Sale dialog with a Return inventory to stock checkbox, checked by default. Leave it checked and voiding puts every product on the sale back to on-hand. Uncheck it if you don't want the stock returned — for example, the items were damaged, or you've already corrected on-hand by hand.

You also enter a Reason for void first — the Void Sale button stays disabled until you fill it in.

delete-void-or-deactivate screenshot 1

💡

On-hand didn't go back up after a void? The Return inventory to stock box was unchecked, or that product's inventory had already been adjusted manually. Voiding only restores stock when the box is checked, and it won't stack on top of a manual edit.

What you can delete

Delete is permanent — the data is removed entirely. Reserved for records that don't carry transactional history.

  • Saved credit cards on a customer's profile

  • Customer contact details

  • Secondary customer contacts

  • Product tags *

  • Customer tags *

  • Pricing tiers *

  • Finance terms *

  • Finance charges *

  • Product categories * — Department, Class, Fineline

  • Additional fees *

  • Custom tax rates *

  • Write-offs — ask Rundoo Support

Notes on permissions

Items marked with * are admin-only — staff need the Access admin to manage pricing tiers, financing terms, financing rates, product categories, and other company-level settings permission (see Staff). Items marked ** require contacting Rundoo Support; they can't be self-served because they reverse posted journal entries.

Void actions on completed sales and transfers also pair with POS security — some require a manager's PIN or Login key at the register even if the cashier has the permission.

If your question isn't in the lists above

Assume the answer is no — the record is part of the audit trail and can't be removed. The cleanest paths in that case are usually:

  • A refund or return for paid sales.

  • A reversing transaction (a deposit on the External account) for paid bills.

  • A write-off (reversed via Support) for uncollectible balances.

If you're not sure which path fits, message Rundoo Support with the specifics before doing anything destructive.