cancel
Showing results for 
Search instead for 
Did you mean: 
Keryann M
Level 2

How do I get all credit card transactions from multiple credit cards to show up under 1 parent account for reconciliation?

We have 4 US Bank credit cards and they all show up separately in QB. Which is fine. But I am needing all charges to show under one parent account in order to reconcile (like the Cap One & BofA - I did not set those up, so I am not sure how it was done & I can not see what is the difference between them to know what I am doing wrong).

 

I followed the instructions on setting up a sub account... I went to the chart of accounts, I clicked on Edit in the View register drop down, but there was no "Is Sub Account" to tick anywhere.  When I went to BofA or Cap One, I did not see a "Is Sub Account" that was toggled either.  So I am not sure where it is to make the sub accounts in order to have all transactions rolled into one parent account for reconciliation. What am I missing? 

 

TIA

Solved
Best answer January 15, 2024

Best Answers
Keryann M
Level 2

How do I get all credit card transactions from multiple credit cards to show up under 1 parent account for reconciliation?

Thank you @JamaicaA for your super fast response! I did not know about the accountant vs. business view.  thanks for that info.  

 
I've got it all working now.  Thank you so much for your help!  I really appreciate it.

View solution in original post

11 Comments 11
JamaicaA
QuickBooks Team

How do I get all credit card transactions from multiple credit cards to show up under 1 parent account for reconciliation?

Thank you for navigating the QuickBooks product to figure out how to add a subaccount, @Keryann M. Let's go over your Chart of Accounts while I clarify why the Is subaccount option is missing on your end.

 

Before proceeding, please note that we can only create up to five subaccounts under one parent account. If you'd like to set up the existing 4 US Bank credit cards as a subaccount, let's go back to the steps you've mentioned.

 

  1. On the COA page, select the View register dropdown and pick Edit.
  2. In the Edit account panel, click the Save account under ▼ dropdown. Choose the parent account you want to move the credit card accounts as a subaccount. 
  3. Tap Save.

1.png

 

Since you're seeing the Edit account panel, you're using the Accountant View. The Is sub-account checkbox will show on the Business View. I'm adding screenshots below for reference:

2.png

 

3.png

 

Here's an article to learn what more you can do with subaccounts: Create subaccounts in your chart of accounts in QuickBooks Online.

 

Once done, you can review your transactions and match them to your bank or credit card statements: Reconcile an account in QuickBooks Online.

 

Let me know if this corrects this issue. I'll be around to help you organize your accounts more. Have a great day!

Keryann M
Level 2

How do I get all credit card transactions from multiple credit cards to show up under 1 parent account for reconciliation?

Thank you @JamaicaA for your super fast response! I did not know about the accountant vs. business view.  thanks for that info.  

 
I've got it all working now.  Thank you so much for your help!  I really appreciate it.
Nicole_N
QuickBooks Team

How do I get all credit card transactions from multiple credit cards to show up under 1 parent account for reconciliation?

On behalf of my colleague, you're welcome, @Keryann M.

 

It's good to know that my colleague was able to help you with your concern. If you have other questions or concerns relating to QuickBooks, feel free to ask in this thread. The Community is always here to assist.

Keryann M
Level 2

How do I get all credit card transactions from multiple credit cards to show up under 1 parent account for reconciliation?

Thank you @Nicole_N! I appreciate it. 

JamaicaA
QuickBooks Team

How do I get all credit card transactions from multiple credit cards to show up under 1 parent account for reconciliation?

You're always welcome, @Keryann M.

 

I'm glad I helped you explore the options and view. It's my pleasure to address any questions you may have to ensure you get the most out of QuickBooks.

 

Feel free to get back in this thread if you have any other QuickBooks queries. I'll be here to answer them for you. Stay safe.

at09
Level 1

How do I get all credit card transactions from multiple credit cards to show up under 1 parent account for reconciliation?

im running into this problem also. i was able to connect accounts under parent  credit card but transactions still do not show up to reconcile ive already matched amounts - what can i do ?

 

Erika_K
QuickBooks Team

How do I get all credit card transactions from multiple credit cards to show up under 1 parent account for reconciliation?

Let me chime into this thread, at09. I'll share information about reconciling our accounts in QuickBooks Online (QBO). 

 

In general, subaccounts are linked to the parent account. Selecting the subaccounts in the reconciliation will only display the associated transactions under it. 

 

In this case, we have to choose the parent account since all transactions in the subaccounts will roll into it and ensure the accuracy of the ending balance. 

 

Here's what we can do: 

 

  1. Go to Settings and then Reconcile.
  2. From the Account dropdown menu, make sure it's your parent account. 
  3. While you're in the Reconciliation window, choose Edit info.
  4. Review the Ending balance and Ending date.
  5. Check your bank statement. Make edits as needed.
  6. Click Save.

 

To learn more about setting up multiple subaccounts to easily connect them to your bank and reconcile downloaded transactions in QBO, visit this article: About bank or credit card subaccount setup

 

I've included a few resources you can refer to if you experience any issues after the reconciliation process and how you can modify them: 

 

 

You're always welcome to post here in the Community space if you have additional questions about reconciling your accounts in QBO. Keep safe!

ARF97111
Level 1

How do I get all credit card transactions from multiple credit cards to show up under 1 parent account for reconciliation?

We have 13 employee cards...looks like we can only add 5 cards to the parent account? Is there a workaround for this? Would really love to be able to reconcile all of these through QBO and not the way we've been doing it.

AlverMarkT
QuickBooks Team

How do I get all credit card transactions from multiple credit cards to show up under 1 parent account for reconciliation?

Thanks for joining this thread, @ARF97111. Let's work together in connecting your thirteen employee cards to QuickBooks Online (QBO) under one parent account.

 

It appears you're creating sub-account hierarchies for your thirteen employee cards. If so, it's correct that QBO only allows creating multiple sub-accounts up to 5 levels deep, and when you make more beyond the limit, you'll encounter the error message like in the screenshot below.

 

Nesting Error.png

Instead of creating a nested hierarchy of sub-accounts, consider creating thirteen sub-accounts under one parent account for your credit card. Then, utilize class tracking for more detailed financial tracking and breakdown of expenses at various hierarchical levels. I'm here to share how to accomplish this in QBO.

 

First, set up thirteen sub-accounts for the parent card account. You can follow these steps:

 

  1. Go to the Gear icon. Then, select Chart of accounts.
  2. Click on the New button.
  3. Enter the Account name and choose the Account type and Detail type.
  4. Tick the Make this a subaccount checkbox.
  5. From the Parent account drop-down menu, choose the parent card account.
  6. Enter the Opening balance and Description.
  7. Hit Save.
  8. Repeat steps 1 to 7 for the rest of the employee cards.

 

Next, before connecting these cards to online banking, please know that it's important to understand how your bank sends the downloaded transactions:

 

  • If the transactions download to one account, connect only the parent account. All transactions will flow into the parent account, where you can categorize and track them by sub-account and class.
  • If the transactions download to the individual accounts, connect the sub-accounts directly to the bank feed. Each employee card sub-account will receive its respective transactions.

 

You can refer to this article about connecting the parent or subaccounts to QBO: Connect bank and credit card accounts to QuickBooks Online.

 

Finally, consider using the class tracking feature to assign classes for each employee so each imported transaction is assigned with class. Here's how to toggle on class tracking in QBO:

 

  1. Go to the Gear icon and select Account and settings.
  2. Select Advanced, then select the Categories section to edit.
  3. Turn on the Track classes switch.
  4. Select Warn me when a transaction isn't assigned a class.
  5. Under Assign classes, select One to entire transaction or One to each row in transaction.
  6. Select Save. Then, Done.

 

Follow Step 2 of this article to set up your class list: Class tracking in QuickBooks Online.

 

For future reference, let me add this article as a guide in reconciling your accounts: Reconcile an account in QuickBooks Online.

 

We'll be here in the Community if you have further questions about connecting your employee cards to QBO. We'll do our best to assist. Take care!

cfgiway
New Member

How do I get all credit card transactions from multiple credit cards to show up under 1 parent account for reconciliation?

 

I have the same problem where multiple employee credit cards are showing up as separate accounts in quickbooks. I tried to update the chart of accounts to a subaccount, but I am getting an error stating that the accounts are setup for sync with the bank. Is there some other setting that needs to be changed?

JanbonN
QuickBooks Team

How do I get all credit card transactions from multiple credit cards to show up under 1 parent account for reconciliation?

Thank you for providing the screenshot, cfgiway. I'm here to guide you in successfully converting your employees' credit cards into sub-accounts.

 

To do this, you'll first need to disconnect the account from the online banking tab. Once it's disconnected, you can make it a sub-account and then reconnect the bank. There are no additional settings that need to be changed.

 

Before proceeding with the steps, please note that the error message indicates that the account you’re trying to set as a sub-account is currently linked to online banking or Web Connect.

 

QuickBooks requires bank accounts to remain independent when using online banking to maintain the integrity of the transaction download process. Similarly, if the account is set up with the Web Connect feature (which allows for manual uploads of bank transactions), this will also restrict any changes to the account type.

 

Let's now disconnect your account in the online banking:

 

  1. Go to Transactions and select Bank transactions.
  2. Choose the tile of the bank you want to disconnect and click the Pencil icon.
  3. Click the Edit account info button and tick the Disconnect this account on save box.
  4. Select Save and close.DisconnectBank.PNG

 

Then, designate the bank account as a sub-account:

 

  1. Go to Transactions and select Chart of accounts.
  2. Navigate to the bank and click the dropdown under the ACTION column and choose Edit.
  3. Tick the Make this a subaccount box and choose the Parent account in the dropdown.
  4. Once done, click Save.SubAccount.PNG

 

Lastly, reconnect the bank to enable automatic downloads of your transactions.

 

Additionally, ensure to reconcile your accounts regularly to maintain accuracy and keep your records up-to-date.

 

Let us know if you have follow-up questions or require further assistance with the process, cfgiway. We're here to help you in any way we can.

Sign in for expert help
Ask questions, post replies & join our community of QuickBooks users.

Need to get in touch?

Contact us