Need help inactivating an account

jonathan-storyla · ‎December 28, 2020

Apparently, we have 2 accounts with the type "Accounts payable (A/P)." I'm trying to make the account inactive so it can't be used, but it won't change because there's a non-zero balance in the account. However, I'd already made the adjusting journal entry to remove any entries made on the account, netting it to zero. But it still won't be changed to inactive. Please help. Thank you in advance!

ReyJohn_D · ‎December 30, 2020

You're welcome, @jonathan-storyla.

I'll ensure you can inactivate your unused accounts payable (A/P) account in QuickBooks.

First, the error "This account cannot be inactivated because there are transactions in it that have a non-zero balance" shows up if:

An account has multiple transactions in it.
It's a default account in QuickBooks.

I know several ways on how to get around this issue. The first thing we can do is to delete the transactions before inactivating the unused A/P account. Before doing so, please consult your accountant or use our Find-an-Accountant tool to look for one. This way, you can prevent messing up your records.

Here's how to delete the transactions:

Go to the Accounting menu, then choose Chart of Accounts.
Locate the A/P account you want to inactivate, and then click View Register.
Select the transactions you want to delete.
Click More, and then choose Delete.
Select Yes to confirm.

After that, you're all set to inactivate the unused A/P.

If you don't want to delete the said entries, you can merge the unused A/P to the default one. This way, QuickBooks will use the original A/P account to code your transactions. To learn more about this, please see this article: Merge accounts in QuickBooks Online.

Also, yes, you can tell QuickBooks to code your entries to the default A/P account. To achieve this, you can turn on the auto-prefill feature. Once enabled, QuickBooks will use the said account when creating vendor transactions moving forward.

Lastly, you can run an Account QuickReport to review all transactions associated with your A/P account. To do that, click Run report from the View register drop-down.

I've got your back if you have more questions about managing your accounts. I'll be here to lend a hand.

View solution in original post

MarsStephanieL · ‎December 28, 2020

I'd be happy to help you with making your A/P account inactive, @jonathan-storyla.

Thank you for sharing the details about the things you've done to make the account inactive. I'd like to know if you've encountered any error messages when you try to make it inactive. If yes, you can also share that in the comment section so I can check on the specific resolution for it.

If there's no error message, I'd suggest performing the browser troubleshooting method. This is done to check if there are any data issues in your browser.

You can begin by using an incognito browser and check if you can successfully make the account inactive. If you can, go back to the regular browser and clear the cache to refresh any outdated data that is causing this issue. Another way is to use another supported browser.

Here are the keyboard shortcuts to access a private browser:

Google Chrome: Ctrl + Shift + N
Microsoft Edge & Mozilla Firefox: Ctrl + Shift + P
Safari: Hold down ⌘ + Option + P

You may refer to the screenshot below to see the changes before and after making the account inactive. After making it inactive there will be a "deleted" word beside the account name.

I've added this article for your year-end tasks when you're ready: QuickBooks Online Year End Prep and Resources.

Feel comfortable to tag my name in the comment section if you need further assistance or other questions. It would be my pleasure to lend a helping hand. Take care.

jonathan-storyla · ‎December 30, 2020

Hi Stephanie,

Thank you for your response. The error message I'm receiving is that it needs to have a non-zero balance (see attached). I tried using your troubleshooting method and no luck :( . Is there a way to make the original Accounts Payable account the default so my created bills can be coded there?

ReyJohn_D · ‎December 30, 2020

You're welcome, @jonathan-storyla.

I'll ensure you can inactivate your unused accounts payable (A/P) account in QuickBooks.

First, the error "This account cannot be inactivated because there are transactions in it that have a non-zero balance" shows up if:

An account has multiple transactions in it.
It's a default account in QuickBooks.

I know several ways on how to get around this issue. The first thing we can do is to delete the transactions before inactivating the unused A/P account. Before doing so, please consult your accountant or use our Find-an-Accountant tool to look for one. This way, you can prevent messing up your records.

Here's how to delete the transactions:

Go to the Accounting menu, then choose Chart of Accounts.
Locate the A/P account you want to inactivate, and then click View Register.
Select the transactions you want to delete.
Click More, and then choose Delete.
Select Yes to confirm.

After that, you're all set to inactivate the unused A/P.

If you don't want to delete the said entries, you can merge the unused A/P to the default one. This way, QuickBooks will use the original A/P account to code your transactions. To learn more about this, please see this article: Merge accounts in QuickBooks Online.

Also, yes, you can tell QuickBooks to code your entries to the default A/P account. To achieve this, you can turn on the auto-prefill feature. Once enabled, QuickBooks will use the said account when creating vendor transactions moving forward.

Lastly, you can run an Account QuickReport to review all transactions associated with your A/P account. To do that, click Run report from the View register drop-down.

I've got your back if you have more questions about managing your accounts. I'll be here to lend a hand.

jonathan-storyla · ‎January 06, 2021

I merged the account and managed to resolve the issue.

Thank you so much for your help! As well as everyone else :)

Catherine_B · ‎January 06, 2021

Good to hear that worked, jonathan-storyla.

God job for performing the steps provided by my colleagues. Always know that we're available 24/7 and ready to assist you with anything about QuickBooks.

You can post again or reply to this thread if you have other questions. You take care and stay safe always!

maroon55 · ‎May 11, 2021

yes please call [removed]

JasroV · ‎May 11, 2021

Nice to have you joined this thread, @maroon55.

I'd like to help and address your concern right away.

Are you referring to inactivating your accounts? If so, you can follow the steps provided by colleague ReyJohn_D above.

If you're referring to something else, can share with me the details about it? This way, I can provide you the right fix for it. Any additional information is appreciated.

If you still wish to contact our Support team, you can follow these steps:

Go to the (?) Help icon in your QuickBooks Online (QBO) account.
Select the Search tab.
Click Contact Us.
Enter a brief discussion of your concern and proceed with Continue.
Select either Chat with us (if you preferred messaging) or Give us a call.

You can also see this article for more details and ensure to check their Support hours so you'll be accommodated: QuickBooks Online Support.

Let me also add this link that can guide you in matching your bank balance and QuickBooks balance seamlessly: Reconcile an account in QuickBooks Online.

I got you covered if you need help managing your account. Leave a reply and I'll sprint back into action.

Topics

Training

Community

Resources

Need help inactivating an account