How do I delete a sales rep who is not in use?

If it is used, you wont be able to delete it, however you can make it inactive.

I am frustrated by a similar situation .... one of my reps was assigned to accounts by a former employee that are house accounts and when I changed it to house account it still defaults to the sales rep when running reports. I have tried making him inactive so I can start fresh and assign him to accounts that are rightfully his but it still shows up in the report as if the house sales are his. It is a HUGE job every month to manually go through all the sales and weed out the house account ones that were assigned to him.

I want to permanently delete sales reps.  Even though I've made some "inactive" MANY times - they keep reappearing.

How do I at least make them permanently inactive?

Thanks for joining this conversation, @MetalDepot.

Inactivating sales rep should stop them from showing in QuickBooks Desktop (QBDT). Since they keep on reappearing, let's run the QuickBooks built-in diagnostic and repair tools called rebuild and verify data utilities. These tools will repair and notify you of any possible data damage within the file.

Here's how:

1. Go to File menu at the top to get to the Utilities and Rebuild Data.
2. Choose OK. Follow the prompts to save a backup.
3. Click OK once completed.
4. Now, go back to File, then Utilities, and select Verify Data this time.

If QB detected no problem with your data, hit OK and double-check if the date is already correct. However, if it finds an issue, you will be prompted to Rebuild Now or View Errors. Choose Close, then perform the steps below. Here's how:

1. Locate and check the QBWin.log or QuickBooks.log files.
2. Scroll to the bottom for the most recent Verify information.
3. Find the line that contains the LVL_ERROR, then check Top data damage errors in QuickBooks Desktop.

For additional information about the process, consider checking out this article: Resolve data damage on your company file.

Please leave a comment below if you have any other issues or concerns. I'm more than willing to help. Have a great weekend!

I am trying to make a sales rep inactive because I have no idea how it became a Sales Rep to begin with. He only appears in three invoices dating back to 2011. However, it is making QB crash constantly. I did the Verify Data as you say and then ran the Rebuild (three times) and I still get an error saying that the Sales Rep is duplicated. I am attaching a screenshot of the log. When I try to make him inactive, QB crashes. I'm on QB for Mac 2020.

I appreciate the screenshot and complete details you've shared, @beta-brain.

Let's first make sure that your QuickBooks software is updated to the latest version. Recurring errors and QuickBooks crashing can also be resolved once the software is updated.

Here's how:

1. From the QuickBooks▼ drop-down menu, select Check for QuickBooks Updates.
2. If a newer version is available, select Install Update.
3. When prompted, select Install and Relaunch.
4. When the update is complete, QuickBooks for Mac automatically opens.

Once completed, restart your device to ensure that all QuickBooks components are updated. You can now try making the duplicate sales rep inactive. Here are some of the articles that you can use as references:

• Update QuickBooks Desktop for Mac
• Verify and rebuild data in QuickBooks Desktop for Mac
• Risk of data file corruption and data loss for QuickBooks Desktop for Mac users who attempt to run Q...

If the issue persists, I'd recommend contacting our Technical Support Team. This way we can an agent can look up your account securely. Also, they can further check the root cause of your concern.

1. Go to this link: https://help.quickbooks.intuit.com/en_US/contact.
2. Select QuickBooks Mac Desktop.
3. Select the Company File option, then select a sub-topic.
4. Scroll down a little bit and click Start a Message. 

Keep me posted on how your call goes. I'm always here to help if you have other questions about resolving unexpected behaviors in QuickBooks. I'm always here to help.

Thanks for your prompt response. 

Our QuickBooks is updated to the latest version 19.0.4.

As I mentioned, we did the Verify and the Rebuild three times and it still gives the error of duplicate Sales Rep. I will try contacting Support. Thanks.

I do not see the resolution in this thread.  I too need to delete a sales rep.

Hello rsimon!

Thanks for joining us here! Let me assist you in deleting a sales rep.

QuickBooks Desktop allows you to delete a sales rep if it isn't used on any transactions. Otherwise, you can only make it inactive.

1. Go to the Lists menu.
2. Hover over Customer & Vendor Profile Lists, then select Sales Rep Lists.
3. Find the sales rep, select it, and right-click, then click either Delete Sales Rep or Make Sales Rep Inactive.

If the sales rep is linked to a customer and you create a sales transaction, you'll see this pop-up:

Simply select Use it once, then close the transactions and don't save it. Then, follow these steps:

1. From the Customers menu, select Customer Center.
2. Double-click the customer's name and proceed to the Additional Info tab.
3. Remove or edit the sales rep in the Rep field. Then, OK to save it.

Need more help in handling customer transactions? Visit this page: Sales and customers.

Keep on posting here and we'll help you. Take care!

Thanks!

Thanks for following up with the Community, rsimon.
 

I'm happy to hear AlexV was able to help with making your sales rep inactive.
 

You'll additionally be able to find many detailed resources about using QuickBooks in our help article archives.

Please feel more than welcome to post a reply or create a new thread if there's ever any questions. Enjoy the rest of your day!

Thank you!  This has been driving me crazy!

Good evening, @Mrusso1. 

Thanks for chiming in and letting us know how it these steps worked for you. 

I'm so glad that these instructions helped you out! 

Come back here if you have any other questions or concerns. I'm always here to lend a helping hand. Take care!