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Moving names from one list to another in QuickBooks Online

SOLVEDby QuickBooks278Updated January 08, 2024

Change an Employee to a Vendor

  1. Set up a new Vendor name (QuickBooks Online doesn't allow duplicate names):
    1. Go to Expenses and select Vendors (Take me there).
    2. Select New Vendor at the top right
    3. In the Full Name field, choose a name one keystroke different from the Employee name (such as John J. Doe if the Employee name was John Doe, for example).
    4. Enter the rest of the contact information.
    5. Select Save.
  2. The steps you take next will depend on whether or not you created paychecks and shouldn't have.
    • If you didn't create paychecks:
      1. Edit all transactions listed under this person's Employee name and change them to their new Vendor name.
      2. Delete this person's Employee name if desired.
      3. Edit this person's Vendor name if desired.
    • If you created paychecks for this person and shouldn't have:
      1. Delete all paychecks that are listed under the Employee's name and recreate them as checks to the Vendor's name.
      2. File any necessary amended returns.  If you withheld taxes and shouldn't have, you may need to refund this person and talk to any agencies you made payments to for a refund.

Change a Vendor to an Employee

  1. Set up a new Employee name (QuickBooks Online doesn't allow duplicate names):
    1. Go to Payroll and select Employees (Take me there).
      1. In the top right of the page, select Add an Employee.
    2. In the Full Name field, choose a name one keystroke different from the Vendor name (such as John J. Doe if the Vendor name was John Doe, for example).
    3. Enter the rest of the contact information.
    4. Select Save.
  2. Your next steps will depend on your situation.
    • If this person should have received paychecks but they were created as regular checks under their Vendor name:
      • Run a Transaction List by Vendor report to get the accounts, dates and amounts attached to the vendor.
      • Edit each transaction linked to the vendor, and then save them to the new Employee name.
      • Once all transactions are edited/added, delete the Vendor name.
      • Edit the Employee name, if needed.

Change a Customer to a Vendor:

  1. Set up a new Vendor name (QuickBooks Online doesn't allow duplicate names):
    1. Go to Expenses and select Vendors (Take me there).
    2. Select New Vendor at the top right
    3. In the Full Name field, choose a name one keystroke different from the Customer name (such as John J. Doe if the Customer name was John Doe, for example).
    4. Enter the rest of the contact information.
    5. Select Save.
  2. Run a Transaction List by Customer report to get the accounts, dates and amounts attached to the customer.
  3. Edit each transaction linked to the customer, and then save them to the new Vendor name.
  4. Once all transactions are edited/added, delete the Customer name.
  5. Edit the Vendor name, if needed.

Change a Vendor to a Customer:

  1. Set up a new Customer name (QuickBooks Online doesn't allow duplicate names):
    1. Go to Customers & leads and select Customers (Take me there).
    2. Select New Customer at the top right.
    3. In the Last Name field, choose a name one keystroke different from the Vendor name (such as John J. Doe, if the Vendor name was John Doe, for example).
    4. Enter the rest of the contact information.
    5. Select Save.
  2. Run a Transaction List by Vendor report to get the accounts, dates and amounts attached to the vendor.
  3. Edit each transaction linked to the vendor, and then save them to the new Customer name.
  4. Once all transactions are edited/added, delete the Vendor name.
  5. Edit the Customer name, if needed.

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