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Moving names from one list to another in QuickBooks Online
by Intuit•27• Updated 3 months ago
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Change an Employee to a Vendor
- Set up a new Vendor name (QuickBooks Online doesn't allow duplicate names):
- Go to Expenses and select Vendors (Take me there).
- Select New Vendor at the top right
- 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).
- Enter the rest of the contact information.
- Select Save.
- The steps you take next will depend on whether or not you created paychecks and shouldn't have.
- If you didn't create paychecks:
- Edit all transactions listed under this person's Employee name and change them to their new Vendor name.
- Delete this person's Employee name if desired.
- Edit this person's Vendor name if desired.
- If you created paychecks for this person and shouldn't have:
- Delete all paychecks that are listed under the Employee's name and recreate them as checks to the Vendor's name.
- 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.
- If you didn't create paychecks:
Change a Vendor to an Employee
- Set up a new Employee name (QuickBooks Online doesn't allow duplicate names):
- Go to Payroll and select Employees (Take me there).
- In the top right of the page, select Add an Employee.
- 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).
- Enter the rest of the contact information.
- Select Save.
- Go to Payroll and select Employees (Take me there).
- 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.
- If this person should have received paychecks but they were created as regular checks under their Vendor name:
Change a Customer to a Vendor:
- Set up a new Vendor name (QuickBooks Online doesn't allow duplicate names):
- Go to Expenses and select Vendors (Take me there).
- Select New Vendor at the top right
- 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).
- Enter the rest of the contact information.
- Select Save.
- Run a Transaction List by Customer report to get the accounts, dates and amounts attached to the customer.
- Edit each transaction linked to the customer, and then save them to the new Vendor name.
- Once all transactions are edited/added, delete the Customer name.
- Edit the Vendor name, if needed.
Change a Vendor to a Customer:
- Set up a new Customer name (QuickBooks Online doesn't allow duplicate names):
- Go to Customers & leads and select Customers (Take me there).
- Select New Customer at the top right.
- 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).
- Enter the rest of the contact information.
- Select Save.
- 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 Customer name.
- Once all transactions are edited/added, delete the Vendor name.
- Edit the Customer name, if needed.
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