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J
Jennyes
July 13, 2023
Question

How can I make a vendor inactive?

  • July 13, 2023
  • 1 reply
  • 22 views
I'm trying to make certain vendors inactive. I'm getting an error message stating "this vendor cannot be deleted because it is used in unbilled charges". These vendors are super old and migrated over into QB online as active when they were inactive in desktop. I don't understand and I'm super frustrated. Please help. Thanks in advance.

1 reply

MJoy_D
MJoy_DQuickBooks Team
QuickBooks Team
July 13, 2023

 I can help you with making your vendor inactive, @Jennyes.

 

This error means that you have a vendor that has unbilled charges. You'll just have to find the unbilled charges and then add them to an invoice or delete it. If it's a bill or time entry, you can delete them or unmark the Bill/Billable option.

 

To find the Unbilled Charges:

 

  1. Go to the Reports menu look and run the Unbilled Charges report. 
  2. From the Vendor dropdown menu, choose the vendor you're trying to make inactive.
  3. Click the Billable expense charge on the report of that specific vendor.
  4. Then, click the Bill link on the page that appears.
  5. You can choose either your Delete it from the More button or uncheck the Billable box.

 

Once you've completed these steps, you can now deactivate their accounts in QuickBooks.

 

If you have duplicate accounts, customers, or vendors, check this article on how to merge them: Merge duplicate accounts, customers, and vendors in QuickBooks Online. 

 

Let me know if you need more help with making your vendor inactive. I'm always glad to help in any way I can. Have a great rest of the day!

J
Jennyes Author
July 17, 2023

Great! Thanks for the help! Now I've run into another problem. On some vendors, when I un-click billable and try to save it, it won't let me stating "The transaction you are trying to void is linked to an account that is inactive. Please make the account active and try again". I don't even see the account in my chart of accounts. Grrrr!

A
Archie_B
Level 6
July 17, 2023

Hi there, Jennyes.

 

I know what steps you need to take to unlink the billable transaction in QuickBooks Online.

 

This error message (The transaction you are trying to void is linked to an account that is inactive. Please make the account active and try again) means that the transaction you're attempting to modify is linked to an inactive account. Thus, in order to make the necessary changes to the transaction, you must first make the account active.

 

To do this, you'll need to set the filter settings to show inactive accounts in the Chart of Accounts. Here's how:

 

  1. Go to the Gear ⚙ icon.
  2. Choose Chart of Accounts.
  3. Select Settings and select the Include inactive checkbox.
  4. Locate the account to restore in the list and select Make Active in the Action column.

 

Once done, go back to the transaction and complete the previous step, which is to uncheck the billable option. Here's an article you can use as a reference to keep your chart of accounts simple and organized: Make an account inactive on your chart of accounts in QuickBooks Online.

 

I've also added this resource to learn how to edit, delete, or restore recently deleted list elements in QuickBooks Online, such as accounts, terms, classes, products, or services: Edit, delete, and restore list elements in QuickBooks Online.

 

Let me know if you have other concerns or have follow-up questions about it. I'll be here to help.

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