How can i make customers inactive if transactions older than 6 years?

IDUK · ‎November 08, 2021

Is there a quick way to make customers inactive where their latest transaction is more than 6 years old, without having to select each one individually?

DivinaMercy_N · ‎November 08, 2021

Thanks for getting back here, @IDUK. I want to make sure you can inactive customers with the last transaction older than 6 years.

In QuickBooks Online (QBO), you can make multiple customers inactive by utilizing the Batch actions button on the Sales page. Since you still need to specify whose customers had the last transaction older than 6 years, I suggest running the Transaction List by Customer report. You can filter the report's date range to determine the customers you'll need to make inactive. This report will serve as your reference when you start to inactivate them in batch. Let me guide you how:

Sign in to your QBO account and click the Reports menu.
Next, scroll down to the Sales and customers section and choose Transaction List by Customer.
Then, select the Report period dropdown and click Custom.
Enter the date in the from and to fields (the from date should be the date 6 years older and the to date should be today's date). Example: From: 01/01/2014 and To: 11/09/2021
Once done, click Run report. You'll see all of the customers including their transactions and the date.
From there, check whose customers had the last transaction older than 6 years.
Then, you can also click the Export icon to export the report to Excel to remove or add columns or rows to make the report more accurate.

To give you additional information on modifying and exporting reports in QBO, please visit this article: Customise reports in QuickBooks Online.

Once you have the list of those customers, you can now proceed in making them inactive by following the steps outlined by my colleague, Kevin_C.

In case you want to have a list of your customers’ outstanding balances to see how much are still due and how long they're past due, you can run the Accounts Receivable ageing summary report.

If you need additional assistance in making your customers inactive, feel free to post a reply below. I'd be happy to assist you once more. Take care always.

View solution in original post

Kevin_C · ‎November 08, 2021

Hello there, @IDUK.

Thank you for reaching out to the Community. I’m here to share insights on how you can make a customer inactive in QuickBooks Online (QBO).

You can use the Batch actions menu for this matter:

Choose Sales from the menu on the left.
Select the Customers tab.
Tick the Checkbox besides the customer name that you want to make inactive.
Select the Batch Actions drop-down menu ▼, then choose Make inactive.

Check out this article to see the steps on how you can import customers from an Excel file: Add and manage customers in QuickBooks Online.

Know that you can always get back to me if you need anything else. I'll be around to lend a helping hand. Have a great day ahead!

IDUK · ‎November 08, 2021

Hi Kevin,

Thanks for your helpful reply. The batch select is helpful, but is there a way to easily filter the list of customers so I only select those where the last transaction is older than 6 years? I can't work out how I can see that without using the edit option for each one indivdually.

Many thanks.

DivinaMercy_N · ‎November 08, 2021

Thanks for getting back here, @IDUK. I want to make sure you can inactive customers with the last transaction older than 6 years.

In QuickBooks Online (QBO), you can make multiple customers inactive by utilizing the Batch actions button on the Sales page. Since you still need to specify whose customers had the last transaction older than 6 years, I suggest running the Transaction List by Customer report. You can filter the report's date range to determine the customers you'll need to make inactive. This report will serve as your reference when you start to inactivate them in batch. Let me guide you how:

Sign in to your QBO account and click the Reports menu.
Next, scroll down to the Sales and customers section and choose Transaction List by Customer.
Then, select the Report period dropdown and click Custom.
Enter the date in the from and to fields (the from date should be the date 6 years older and the to date should be today's date). Example: From: 01/01/2014 and To: 11/09/2021
Once done, click Run report. You'll see all of the customers including their transactions and the date.
From there, check whose customers had the last transaction older than 6 years.
Then, you can also click the Export icon to export the report to Excel to remove or add columns or rows to make the report more accurate.

To give you additional information on modifying and exporting reports in QBO, please visit this article: Customise reports in QuickBooks Online.

Once you have the list of those customers, you can now proceed in making them inactive by following the steps outlined by my colleague, Kevin_C.

In case you want to have a list of your customers’ outstanding balances to see how much are still due and how long they're past due, you can run the Accounts Receivable ageing summary report.

If you need additional assistance in making your customers inactive, feel free to post a reply below. I'd be happy to assist you once more. Take care always.

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How can i make customers inactive if transactions older than 6 years?