The Link My Books rollback feature allows you to effectively undo and remove previously sent settlement entries from your accounting software (Xero or QuickBooks). This is a powerful tool for correcting mistakes or updating data.
Understanding the Rollback Process
When you use the rollback feature, Link My Books removes all associated entries it originally posted to your bookkeeping software.
For Entire Settlements: If you rollback a full settlement (e.g., from the main dashboard), all parts of that settlement are removed. If it was a split-month settlement with two parts, both parts will be rolled back.
COGS Tracking: If you're using our Cost of Goods Sold (COGS) tracking feature and the settlement included a COGS adjustment, that specific entry will also be rolled back.
The end result is as if you never sent that settlement to Xero or QuickBooks in the first place, leaving your accounting software clean for a fresh send.
Rollback Options
Link My Books offers flexibility in how you roll back your settlements:
Rollback an Entire Settlement
To roll back a complete settlement, navigate to your main settlement dashboard. Find the settlement you wish to undo and initiate the rollback from there.
Rollback Parts of a Settlement
From the view settlement page (by clicking into a specific settlement), you also have the option to roll back individual parts of a split settlement. This is especially useful if:
You only need to roll back one part of a split settlement.
You only want to undo the COGS entries associated with that settlement.
For example, you could choose to roll back just one of the COGS entries linked to a specific settlement:
Rollback Settlements in Bulk
If you need to roll back multiple settlements at once, you can do so using the bulk action menu:
Select Settlements: Hold down the Command (Mac) or Control (PC) key and click on each settlement you want to roll back from your dashboard.
Access Bulk Actions: Once selected, click on the 'Bulk Action' menu.
Initiate Rollback: Select 'Rollback' from the options.
Your selected settlements will be queued for rollback. Once the process is complete, they will show as 'ready to send' again in your dashboard.
Troubleshooting Rollback Failures
In some cases, a rollback may fail and the settlement will show a "Rollback Failed" status on your dashboard. Here's what to do if this happens:
Common causes of rollback failures
Connection issue with your accounting software: If your Xero or QuickBooks connection has expired or been disconnected, the rollback can't reach your accounting software to remove the entries. Check your connection status in Settings → Account Settings.
Entry has been modified in your accounting software: If someone has manually edited, deleted, or voided the original entry directly in Xero or QuickBooks, the rollback may not be able to find or remove it.
Temporary API issue: Occasionally, a brief outage or timeout from Xero or QuickBooks can cause the rollback to fail. This is usually temporary.
Locked or closed financial period in Xero: If the settlement falls within a financial period that has been locked in Xero (e.g., a previous financial year that your accountant has closed off), the rollback will fail because Xero does not allow changes to entries in locked periods.
What to do if a rollback fails
Try again: Wait a few minutes and attempt the rollback once more. Temporary issues often resolve themselves.
Check your accounting connection: Go to Settings → Account Settings and ensure your Xero or QuickBooks connection is active. If it shows as disconnected, reconnect and try the rollback again.
Contact support: If the rollback continues to fail after retrying, please reach out to our support team. Include:
The settlement ID(s) that are failing
A screenshot of the error or the "Rollback Failed" status
Your sales channel (Amazon, eBay, Shopify, etc.)
Rollback failing because of a locked financial year?
If the settlement is in a period that has been locked in Xero, the rollback cannot remove the original entry. In this case:
Void or delete the invoice/bill directly in Xero for the affected settlement.
Contact our support team and ask them to mark the settlement as "Unsent" in Link My Books.
Once the settlement shows as "Ready to Send" again, you can make any changes and resend it.
If you are unsure whether a locked period is the cause, check in Xero under Settings → General Settings → Financial Settings to see your lock date. You can temporarily unlock the period to allow the rollback, but speak to your accountant before doing so.
Note: While a settlement is stuck in "Rollback Failed" status, it cannot be re-sent to your accounting software. Our support team can investigate the underlying cause and either complete the rollback manually or reset the settlement so you can proceed.
Frequently Asked Questions (FAQs)
What if I have already reconciled the entry on my bank statement?
Don't worry! As part of the rollback process, Link My Books first removes any matched payments in your accounting software. Then, the entries themselves (invoices or journals) are voided. This clears the way for you to:
Re-send new versions of the settlement entries.
Re-reconcile these new versions against the original bank statement lines in your accounting software.
Sending settlements after the rollback feature has been used
If you've used the rollback feature on a settlement, you will need to manually send it from Link My Books to your bookkeeping software, even if you have Auto-Posting enabled.
This manual step is a safeguard. It prevents an automatic cycle of rollback and re-posting, giving you the chance to make any necessary changes or corrections to the settlement data before it's sent over to Xero or QuickBooks again.
If you have any questions about this article or feedback on how we could make it better please reach out to the support team via the blue chat icon on the bottom right of the page or via email to [email protected].