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Super Contributor *

QBO: Can you block posting to a GL account or Class?

If I set up an account with sub-accounts. I usually do not want to post to the account. I am only using it to get a total of the sub-accounts.  Is there a way of blocking posting to the GL Account ?  

 

Donations (Blocked)

>Donations from Individuals-$100

>Donations from Businesses-$200

Total Donations-----$300

 

I have the same question for class and sub classes. Thanks

Solved
Best answer 05-19-2019

Accepted Solutions
Established Community Backer ***

Re: QBO: Can you block posting to a GL account or Class?

Unfortunately no you can not

 

I think that if an accountant had been involved in the design that would have been the default for all parent accounts and classes, non-posting place holder kind of thing.

 

Parents are summing accounts automatically, you are right that nothing should post to the parent account

8 Comments
Established Community Backer ***

Re: QBO: Can you block posting to a GL account or Class?

Unfortunately no you can not

 

I think that if an accountant had been involved in the design that would have been the default for all parent accounts and classes, non-posting place holder kind of thing.

 

Parents are summing accounts automatically, you are right that nothing should post to the parent account

Not applicable

Re: QBO: Can you block posting to a GL account or Class?

Working with companies who have staff with minimal accounting knowledge makes this very problematic and creates lots of errors.  Really disappointing that this is not available.

Senior Explorer *

Re: QBO: Can you block posting to a GL account or Class?

I agree 100% with Veehog. 

QuickBooks Team

Re: QBO: Can you block posting to a GL account or Class?

Hello Frodo,

 

I appreciate you for joining this thread here in the Community. Allow me to help share additional information about the accounts in QuickBooks Online.

 

Right now, the only available option is to configure the user types and permissions in the QuickBooks system. However, an option to restrict users from posting to a parent account and allow them subaccounts is currently unavailable at the moment.

 

To learn more about user types and permissions, I'm adding the article I recommend on this:

 

Learn about user types and permissions in QuickBooks Online.

 

I'll be personally taking note of your request regarding this feature to improve the product. For now, I suggest visiting our QuickBooks Blog website to stay up to date to new features and options.

 

Here's the link:

 

https://quickbooks.intuit.com/blog/.

 

Please know I'm always available whenever you need help with using the accounts. The Community will keep an eye out on your response.

Not applicable

Re: QBO: Can you block posting to a GL account or Class?

Hello,

 

I just wanted to follow up that the option of locking any General Ledger account would be highly beneficial. Not just for "parent accounts" but also for any GL accounts that had been used (and have data) but no longer are used. We have had several postings to closed accounts that we find in our reviews, but it would be nice if we could lock those closed accounts so that this doesn't happen.

 

Thank you!

QuickBooks Team

Re: QBO: Can you block posting to a GL account or Class?

Hello there, @rlnacct.

 

I know how important the feature of locking the closed accounts in your business. I'll also take note of this here on my end and pass along the suggestions/requests to our product engineers. They're continuously working to improve the product feature's to meet our customers' needs. In this way, they'll also be able to know and work on with this.

 

As of now, I suggest checking our websites/blogs for the latest news and updates:

Let me know if you have any other QuickBooks questions, I'll be right here to help you. Have a great day ahead!

Frequent Explorer **

Re: QBO: Can you block posting to a GL account or Class?

Although this question has already been answered, I will point out that other accounting programs, such as Microsoft Dynamics GP (formerly Great Plains), have a provision for allowing/disallowing posting to a GL account.  This is separate from making the account active or inactive.  

RWT
Experienced Member

Re: QBO: Can you block posting to a GL account or Class?

Hi rlnacct,

 

As a workaround for locking GL accounts that are no longer used...

  • simply inactivate the accounts.
  • Inactive accounts will not appear as a choice on transactions (avoiding user error), but they'll still show up on reports if they contain data for the report date range. 
  • The account will have "(deleted)" appended to the name on the report...if you need a more presentable format, activate the account temporarily...run the report...and make it inactive again. 

It's not ideal, and it doesn't solve the parent account issue...but it should work for your particular situation. 

 

As a workaround for avoiding posts to the parent account you may try this (also not ideal)

  • Set up parent account names in all CAPS followed by "(Uncategorized)". For example UTILITIES (Uncategorized). I find that this stops some people from using it. 
  • If folks still use the parent account, reclassify them using QBO Accountant...and if you don't have QBOA, go the Expense list and sort by category.
  • Select all transactions that use the Parent Account and not a sub account.
  • Click Batch Actions > Categorize Selected. And categorize the batch of transactions to the correct sub account.

Also not a perfect solution...especially if the account in question wasn't used on the following forms: Deposit, Sales Tax Payment, Journal Entry, or Transfer. but hopefully this saves you some time. 

 

Good luck!

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