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Reclassify or move multiple transactions in QuickBooks Online Accountant and Advanced

by Intuit Updated 1 month ago

Want to switch some transactions to a different account? With QuickBooks Online Accountant and QuickBooks Online Advanced, you don't have to change them one by one. Just use the reclassify tool to save time and make the same change to lots of transactions all at once.

Before you start

You can use the reclassify tool for most transactions. However, there are a few you can't since they're tied to specific accounts and features:

  • You can’t change the payment account (bank or credit card) for expenses.
  • You can’t change the account or class for inventory adjustments since they’re connected to your inventory shrinkage and asset accounts.
  • You can change the class for invoices, sales receipts, cheques, or bills with items (products or services) on them. However, you can’t change the accounts.
  • You can change the expense account for billable expenses, but not the income account for the related income transactions.

This video shows the QuickBooks Online Advanced experience, but is useful for the Accountant View experience. Find the specific steps for your account below.

1. Find the reclassify tool

First, you need to know which transactions you want to reclassify. Use reports like the Profit and Loss report to find this information. To reclassify transactions, you can use the reclassify tool.

In QuickBooks Online Accountant

  1. Open your client’s QuickBooks Online company.
  2. Go to Accountant Tools and select Reclassify transactions.

In QuickBooks Online Advanced

  1. Open your QuickBooks Online account.
  2. Go to Settings ⚙ and select Reclassify transactions.

2. Reclassify and move transactions

  1. From the Account types dropdown ▼,
    • Select Profit and loss to see income and expense accounts.
    • Or, select Balance sheet to see your asset, liability, and equity accounts.
  2. From the Account list, select the account with the transactions you want to change.
  3. Use the Type, Class, Location, GST, Customer/Supplier name, and Modify filters to filter the list. 
    Tip: You can also select Accrual to see all paid and unpaid transactions, or Cash to see only paid transactions.
  4. Select Find transactions.
  5. Tick the box for each transaction you want to change.
  6. Select Reclassify.
  7. To move transactions,
    • Select a new account from the Change account to dropdown ▼.
    • Or select a new GST rate from the Change GST to dropdown ▼.
    • Or, select a new class from the Change class to dropdown ▼.
    • Or, select a new location from the Change location to dropdown ▼.
      Note: If you don’t see Change location to, you may need to set up locations for your account.
      Important: Before you move transactions to Accounts Receivable (A/R) or Accounts Payable (A/P), make sure there's a customer or supplier. Don’t leave these fields blank.
  8. When you’re ready, select Apply.

Tip: You can also use the reclassify tool for your firm's transactions in QuickBooks Online Accountant. When you're on your firm's page, select Accountant Tools and Reclassify transactions.

How does GST reclassification work?

You can reclassify GST by changing the GST codes for specific items. However, the total amount (Gross amount) won't change at the transaction level.


What about GST codes?

You can't reclassify GST codes in the following cases:

  • Transactions marked as Out of scope at the transaction level. For example, invoices that are set as out of scope at an invoice level can't be reclassified.
  • Transactions with discounts.

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