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Level 2

Change the account for a default product/service item

I could have sworn there was a place in the account and settings area to set the default G/L accounts for new products and services. I can't find it and would like to change my default expense account from "purchases" (the QBO standard) to another GL I have created. I cannot merge "purchases" with this GL. I have multiple users setting up new items and they never remember to change the G/L...help?

10 Comments
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QuickBooks Team

Change the account for a default product/service item

Hey there, @jenniha.

 

I'm here to help you change the account for a product/service item.

 

Follow the steps below to change it in just a few clicks and ensure your company has an accurate record of your transactions.

 

Change the income account for your items

  1. Go to Settings ⚙ and select Products and Services.
  2. In the Action column of the item, select Edit.
  3. From the Income account ▼ drop-down, choose the account you want to use. Can't see the account? Make sure the account's detail type is Sales of Product Income.

To check:

  1. Go to Settings ⚙ and select Chart of Accounts.
  2. From the Action drop-down of the account, select Edit.
  3. Change the detail type to Sales of Product Income if necessary.
  4. Select Save and close.

Note: You can only change the account for an item one at a time.

 

That's all there is to it! If you have any other questions, I'm only a reply away.

Highlighted
Level 2

Change the account for a default product/service item

I am not asking how to change the account on an existing item, which is what your answer covers.

 

I want to know if I can set the default expense account on new items when they are created to be anything other than "purchases" or if I can merge the "purchases" account.

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QuickBooks Team

Change the account for a default product/service item

I appreciate you for coming back for additional support, @jenniha

 

Thanks for adding more information about what you want to achieve when creating new items in your inventory. I've also read through your previous post, and I understand you mentioned you can't merge purchases with GL (which you have created). 

 

To clarify, you can only merge two accounts when they have the same information (Account type, detail type, and name). 

 

Should you consider making your GL (expense) account as the parent account of Purchases (expense account) instead, that would set it as your default expense account when adding a new item in your inventory.  Here's how: 

 

  1. Go to the Accounting tab on the left menu. 
  2. Select Chart of Accounts
  3. Locate the Purchases account in the lists. 
  4. Under Action column, click the View Register drop-down arrow, then click Edit
  5. In the Account window, put a checkmark on the box for Is sub-account
  6. Select your GL account as the parent account. 
  7. Click Save and Close

 

Once done, your GL account is now the default expense account every time you add a new item in your inventory.  Check out this help article for more information: How to change the type of an existing parent account or sub-account

 

For future reference, read through this article: Reorder inventory or supplies from vendors. It helps you learn about how to prioritize what you need the most in your inventory. 

 

Keep me posted if you have more questions about QuickBooks. We're always around here to guide you in the right direction. Have a great day. 

 

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Level 2

Change the account for a default product/service item

Unfortunately, this does not change the default COGS account when adding a new Item.  it only changes the name of the "Purchases" account, and it remains the default account.  I can't understand why default COGS account cannot be chosen by the user.  Makes no sense at all.  Many users will bring over historic data from their prior accounting system and will already have their chart of accounts structured.  

 

Please share if there is a way to change the default COGS account when creating a new "Product" in the Products and Services list.  

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Moderator

Change the account for a default product/service item

Welcome to the Community, rsteph.

 

I can see how beneficial how this option(change the default COGS account not only in the "Purchases" account) would be beneficial to your business. I'll be sure to take note of your feedback and pass this along with our developers. 

 

We take into consideration our customers’ ideas when enhancing the product’s features. This would be helpful in identifying our customers want for future enhancements.

 

I encourage you to visit our QuickBooks Online blog regularly. From there, you'll be updated with the features and enhancements that our developers are currently working on.

 

You can also check this article about changing product and service item types in QBO for your guide.

 

If you have any other QuickBooks related concerns, you can post them anytime here.

Highlighted
Level 2

Change the account for a default product/service item

I agree that you should be able to change the default expense account for products and services.  It is cumbersome to have to scroll down to the bottom to change the Expense account from purchases to  another custom acct created by a user every time a new product or service is created.

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Level 1

Change the account for a default product/service item

Can it be done? Put another default product or service. 

Highlighted
QuickBooks Team

Change the account for a default product/service item

Hello, @pintoguille.

 

If you’re referring to changing the default account for purchase/expenses, it is not possible since there is a default account for income or expense. 

 

On the other hand, if you wanted to add a default product or services when creating a transaction, you can create an unscheduled recurring template/transaction.

 

Here’s how.

 

  1. Go to the Settings icon.
  2. Under Lists, select Recurring Transactions.
  3. Select New.
  4. Select the type of transaction to create, and then select OK.
  5. Enter a Template name.
  6. Choose a Type: Scheduled, Unscheduled, or Reminder. Type. What it does. Scheduled.

 

If you wanted to know how to edit or customize your recurring template, you can check out this article. Edit a recurring template.

 

Feel free to leave your comment below if you have any other questions. Have a nice day!

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Level 1

Change the account for a default product/service item

Are there any updates that allow you change the default account?  I have others that enter items and are constantly using the wrong account.  Then I have to spend an evening or Saturday correcting it because you change the account  unless you are in single user mode

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QuickBooks Team

Change the account for a default product/service item

Hi there, sam1968.

 

Changing the default expense account when adding a new product or service is still not available in QuickBooks Online. This goes the same for the Desktop version since you mentioned that you need to be in a single user mode when making the changes. 

 

For now, you'll need to manually go to the Expense account field (QBO) or COGS Account field to assign the correct account. You can also visit these sites to keep informed of the latest updates and new features that are added in QBO and QuickBooks Desktop:

 

The Community is always here to help if you need anything else. Thanks!

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