Delete a file, workbook, or workbook transaction
Understand deletion confirmations, draft removal in Juan, saved-transaction blockers, and retained history.
An assigned member or admin can use a file row's menu to delete a file, workbook, or individual workbook transaction. The confirmation explains what will be removed and whether Juan is involved.
Before confirming
- Open the row menu for the intended item.
- Choose Delete and read the affected items.
- Check whether a draft exists in Juan or whether a send is still in flight.
- Confirm only when the stated outcome is intended.
For a whole workbook, deletion is all-or-nothing. If one transaction blocks it, the dialog names the blocker. Individual eligible lines can be deleted separately.
What happens in Juan
| Current state | Result |
|---|---|
| No linked transaction | The item is removed from Mendiola's lists without an accounting request |
| Draft | The draft is removed from Juan as part of deletion |
| Already void or deleted | The local item can be archived without another deletion request |
| Approved, part-paid, paid, or an unrecognized saved state | Deletion is refused; resolve the transaction in Juan first |
| Sending still in flight | Wait for the outcome before trying again |
Mendiola rereads the transaction from Juan before deleting a linked live draft. A status displayed earlier can have changed since the page loaded.
History stays
Deleting archives the local row rather than erasing its processing history. The record is retained because it may describe a write made in a company's books.
The Drive ledger and workbook transaction keys are retained too. A later sweep or workbook rerun does not intentionally bring the deleted item back as new work. Deletion does not remove the original file from Drive.
If deletion fails
Read the returned message and check the current state. Do not remove records manually to bypass the blocker. Contact an admin with the item reference if the state remains unclear. There is no general user-facing undo promised by this workflow.