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Active Member

How to have inactive accounts not show up in new P&L Budget Reports?

I have entered my budgets for our new fiscal year and when I create a new Profit & Loss Budget Overview report, it's including three old and inactive accounts (& their past budgets) that haven't been used in at least 3 fiscal years. This is the first year this has happened and my software is up-to-date.

30 Comments
Not applicable

Did you find a work around?  the answer below is only for...

Did you find a work around?  the answer below is only for if there were transaction.  I found none in the accounts.
QuickBooks Team

Hi rccnoffice, I'll help you remove the inactive account...

Hi rccnoffice,

I'll help you remove the inactive account from your Profit and Loss Budget Report.

The only time an inactive account will show up on your report, is when it contains a transaction dated for the new fiscal year. With that said, let's take a closer look in each of these accounts individually and check if we can find any of these transactions.

Allow me to guide you through the process:

  1. Click the Lists menu.
  2. Select Chart of Accounts.
  3. Click the View drop-down menu and select All Accounts.
    - This is to ensure we'll be able to find the inactive accounts.
  4. Double click the account to open it up.

Once you've found the transactions using the wrong date, you can either edit them and enter the right date, or delete them. After this, try to pull up the report again and check if you can still see the inactive accounts.

Let me know how it goes. I'll be here if you need more help removing these accounts from the report.

Community Contributor *

I have the same issue. I followed your advice, but there...

I have the same issue. I followed your advice, but there are no transactions for these inactive accounts for the past year or even a year or two previous to that. I also tried using the account filter in the P/L report to manually choose only the accounts I wanted in the report, but those inactive accounts are not even listed in filter. Very frustrating.
Active Member

I am having the same issue.  There are accounts showing u...

I am having the same issue.  There are accounts showing up that haven't been used in over 4 years.
Active Member

Same here, and checked with a friend at a different compa...

Same here, and checked with a friend at a different company and he has the same issue too. It's a bug.
Community Contributor *

Re: Hi rccnoffice, I'll help you remove the inactive account...

This is also happening to me on P&L reports. These old accounts are inactive and have no transactions for the current fiscal year. There is a closing entry for fiscal year end 2016 if I change the date range of the Account QuickReport.

 

Does the closing entry cause the issue?

QuickBooks Team

Re: Hi rccnoffice, I'll help you remove the inactive account...

Hello everyone.

 

I'd be glad to help you run the Profit & Loss Budget report excluding the inactive accounts.

 

You may need to filter the report to just include the active accounts and exclude the inactive accounts. Let me show you how.

 

  1. In the report's page, click Customize Report at the upper right of the page.
  2. Go to the Filter column.
  3. Look for Account under Choose Filter.
  4. Under Account select Multiple accounts.
  5. Select the active accounts.
  6. Click OK to refresh the page.

That would allow you to run the report with all active accounts. Feel free to add a comment below if you have any other concerns, we're always here to help. Have a wonderful day!

Active Member

Re: Hi rccnoffice, I'll help you remove the inactive account...

Yes, selecting your active accounts under the Multiple accounts filter works, but it's cumbersome.  Too bad QB doesn't have a checkbox to select only active accounts.  It would save a lot of time if you have a lot of accounts.

Highlighted
QuickBooks Team

Re: Hi rccnoffice, I'll help you remove the inactive account...

I can see how that checkbox will make your work faster, rogerlautz1746.

 

I'll share this idea with our product development team. I would also encourage you to send one from QuickBooks. You can click on the Help menu and choose Send Feedback Online.

 

Feedback makes us aware of the options our users need to add convenience to their work.

 

If you have other questions in mind, you can go back to this thread.

Experienced Member

Re: Hi rccnoffice, I'll help you remove the inactive account...

I tried this - twice! Any other advice?? Please - something that actually works? Thanks!

QuickBooks Team

Re: Hi rccnoffice, I'll help you remove the inactive account...

For now, you'll have to filter the report to remove the inactive account, cchoabookkeeper.

 

As what rogerlautz1746 and JessT post, I'd still suggest sending this as a product feedback to our engineers. The more feedback our engineers get, the sooner they'll implement the request.

 

Just click Help, Send Feedback Online, and then Product Suggestion.

 

Visit us here anytime if you need help with anything else.

Community Contributor *

Re: Hi rccnoffice, I'll help you remove the inactive account...

Hi Everyone,

 

If you Customize the Budget vs Actuals report by clicking the Advanced button and select "Non zero accounts", you will find the inactive accounts disappear. Using the "Multiple Accounts" filter could cause problems if you forget to change the report after a new account is added. This is what I have used to get around the issue. In the Advanced section, you will see a radio button for "All Active Accounts" which doesn't seem to work, hence using the "Non zero accounts" does work. 

 

As far as I'm concerned, this is a bug in QB desktop and should have been fixed long ago.

Community Contributor *

Re: Hi rccnoffice, I'll help you remove the inactive account...

Hi Everyone,

 

If you Customize the Budget vs Actuals report by clicking the Advanced button and select the "Non zero" accounts under "Display Rows" and save the changes, you will find that the inactive accounts disappear. On the Advanced screen, you will see a radio button under "Display Rows" for Active accounts only but this doesn't work. I suspect this is a bug in QB desktop.

 

Filtering the Accounts to select only active accounts, is cumbersome and can cause problems if a new account is added and you forget to update the "Multiple Accounts" filter.

 

Hope this helps.

QuickBooks Team

Re: Hi rccnoffice, I'll help you remove the inactive account...

Hello everyone,

 

I agree with  kathy_graysls. The inactive accounts won't show in the Profit & Loss Budget vs. Actuals report after changing the Advanced filter. To identify why it is still showing up, you can verify the inactive account's register. Check if there are transactions created within the customized date of the report.

 

If the inactive account will still show on the report, let's try to verify and rebuild data to fix the issue. 

 

I'd be here if you need further help. 

Established Member

Re: Hi rccnoffice, I'll help you remove the inactive account...

Two of the inactive accounts that show up on  my report shows amounts budgeted for a similar account.  For example, we have 48000 and 61500, both labeled "Music"; 61500 was put in our budget , 48000 was made inactive and hasn't had activity in 4 years.  The Budget v Actual report shows both accounts and identical amounts in each column.  For some reason they're linked and I can't get rid of either one of them.

 

QuickBooks Team

Re: Hi rccnoffice, I'll help you remove the inactive account...

Hi there, RoxanneT.


Thanks for dropping by the Community space. Allow me to chime in for a moment and clarify why you’re unable to remove one of the accounts on the Budget vs. Actual Report.


Inactive accounts are only removed from the Chart of Accounts, and other areas where you can choose them. If the account contains transactions, they remain as part of your company data.


While we don't have any reported issues about this, let's run the Verify and Rebuild Data Utilities to get this sorted out. The Verify Data utility identifies any potential data damage issues that might've caused the accounts to show the same amount on the report.

 

On the other hand, the Rebuild Data utility repairs damaged data in your company file. 

Before this process begins, please secure a backup copy of your company file.

 

To Verify data:

 

  1. Go to the File menu.
  2. Scroll down to Utilities.
  3. Select Verify Data.
  4. Click OK.

To Rebuild Data:

 

  1. Go back to the File menu.
  2. Choose Utilities.
  3. Select Rebuild Data.
  4. Click on OK when you get the message Rebuild has completed.

For additional about the process check out the Verify and Rebuild Data in QuickBooks Desktop article.


These steps should help you run the report showing the correct information.

 

Let me know if you get the chance to try all these suggestions and what the results are. I'll be right here with you.

 

Community Contributor *

Re: How to have inactive accounts not show up in new P&L Budget Reports?

Were you able to resolve this issue? I am having the same problem. Inactive accounts from two years ago are showing up on budget reports with an old budget amount. The reports were pulling from our current fiscal budget fine until January 2019. I have looked to see if any transactions were placed in the inactive accounts by mistake, I have verified data and rebuilt data and I have checked that our fiscal year dates are still correct. This seems to be a glitch in the software.

QuickBooks Team

Re: How to have inactive accounts not show up in new P&L Budget Reports?

Hello there, @Jo22.

 

Please allow me to share a little more information about running budget reports that include the inactive accounts.


One reason why inactive accounts are showing up on the Profit and Loss Budget reports is if you've created the budget from the previous year's actual data. In your case, it's possible that you've included/copied the data from the previous year which includes the inactive accounts.

 

To exclude the inactive accounts, you may need to create a new budget again. For additional reference, you may check this article: Create a budget or forecast in QuickBooks Desktop.

 

On the other hand, in case you have any other QuickBooks questions in the future, you can also check our help articles: Help articles for QuickBooks Desktop.

 

Please feel free to drop a post if you have any other questions about budget, I'll be always here to help you. Wishing you the best!

Community Contributor *

Re: How to have inactive accounts not show up in new P&L Budget Reports?

Thank you for your response @Angelyn_T 

 

The budget report was accurate until January, our fiscal year ends in May.  The inactive accounts that are now showing on reports, were not on last years budget to pull into this years budget, nor do they appear on the budget in the "set up budget" screen; they only appear on the reports starting half way through our fiscal year. I am not sure how the reports can show something the budget does not?

 

It seems there is a possible bug in the program?

 

 

QuickBooks Team

Re: How to have inactive accounts not show up in new P&L Budget Reports?

Hello, @Jo22.

 

Thanks for checking some related reports to isolate the issue. Allow me to chime in for a moment and get you the right support for your concern.

 

Since this only happened recently and none of the steps shared by my colleagues worked, I recommend giving our Customer Care Team a call for further assistance. They have tools like screen-sharing to verify the root cause of the inactive accounts showing on the P&L Budget report and can also send a ticket to open an investigation.

 

Here’s how to get in touch with our phone support:

  1. Go to the Help menu and select Ask Intuit.
  2. On the pop-up, scroll down and click the blue Contact us link.
  3. Fill out the Tell us more about your question field and click Search.
  4. Click the Get Phone Number button.

That should do it. Leave a comment below and let me know how the call goes. I'm always here to help. Take care!

Community Explorer **

Re: How to have inactive accounts not show up in new P&L Budget Reports?

This also happens on the P&L report as well.  There doesn't seem to be a way to run the report and get all active accounts including zeros.  If you use the Advanced Options under Display and click on Active under Display Rows, the report will only show active accounts with activity.  If you click on All, the report will show all active AND inactive accounts including accounts with zeros.  If you click on Non-zero, the report will show only active accounts with activity.  There is no difference on the reports if you click on Active or Non-zero.  They both give the same results.

 

If you use a filter and click on Multiple Accounts and click on all of the accounts (which are only the active accounts), and have All selected under Display Rows, the report still shows inactive accounts.  It doesn't make sense that inactive accounts show up on the report.

QuickBooks Team

Re: How to have inactive accounts not show up in new P&L Budget Reports?

Hello there, WBT137.

 

Thanks for joining this thread. I appreciate you sharing your concern about the Profit and Loss (P&l) report and for providing the steps you've taken so far.

 

The above steps and recommendations should make inactive accounts not show up on the P&L Reports. Make sure the transactions are under the correct date range and you choose the correct accounting method when you run the report.

 

If none of the steps works for you, I suggest you get in touch with our Care Support Team so they conduct a deeper investigation on why you're unable to run the P&L report and get all active accounts including zeros.

 

You can follow the steps shared by my colleague KhimG. Or you can check out this link for the steps: Contact the QuickBooks Desktop Customer Support Team.

 

Don't hesitate to let me know if you have any other questions about this concern. I want to ensure you're taken care of. Have a nice day ahead.

Community Explorer **

Re: How to have inactive accounts not show up in new P&L Budget Reports?

Thanks Charies!  I ended up contacting Customer Support and they couldn't figure a way to get only active accounts including zeros on a report without also getting inactive accounts.  It seems odd, however, there doesn't seem to be a solution.  If you find a solution, please let me know.

 

Thanks!

Moderator

Re: How to have inactive accounts not show up in new P&L Budget Reports?

Hi there, WBT137.

 

On behalf of my colleague, I'm here with some additional details about removing inactive accounts on the Profit and Loss report.

 

An inactive account will show on the reports if it contains transactions for that period. To check, you can review the Chart of Accounts, and I'd be happy to walk you through how:

  1. From the Lists menu, select Chart of Accounts.
  2. Put a check in the Include inactive box.
  3. Double-click the inactive account to open it up.

Capture 1.PNG

Once you've found the transactions, you can either delete them or change the account it is associated with. After that, recreate the report and check if you can still see the inactive accounts.

 

If the inactive account has a zero balance, you can customize the report to exclude the zero balance accounts. 

 

Here's how: 

  1. Open the report.
  2. On the upper left corner, click Customize Report.
  3. Select the Fonts & Numbers tab.
  4. Put a check mark in the Except Zero Amounts box. 
  5. Click OK

Capture 2.PNG

I've got some articles for you to check out about Chart of Accounts and customizing a report:

Let me know how it works on your end. I'm always here to help you with generating company financial reports in QuickBooks Desktop. Have a wonderful day.