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jbooze1
Level 3

Chart of Accounts Cannot Make Inactive or Delete

I am trying to clean up accounts so they do not show when I am creating a budget. These accounts were already there or created for training purposes. For example: when I try to make Computer 

Sales inactive it says "This account cannot be deleted because it is being used by a product or service?" I cannot find anywhere these accounts are being used. Thanks.

Solved
Best answer September 03, 2020

Best Answers
QBsguru
Level 7

Chart of Accounts Cannot Make Inactive or Delete

Chances are the account is associated with an item.  Go to your item list and customize columns to show both the income and expense account associated with the item.  If you see COMPUTER SALES, this is the culprit.  You need to edit the item so that you can delete it if it has not been used in a transaction.

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MaryJoyD
QuickBooks Team

Chart of Accounts Cannot Make Inactive or Delete

There are some accounts that you can’t make inactive, @jbooze1.

 

If this training income account is used by a product or service, then this can’t be made inactive. These are default accounts that was created automatically and serve important roles in your accounting.

 

See the following article on how to handle account from your chart of accounts: Manage default and special accounts in your chart of accounts.

 

Stay in touch if there's anything that I can help you with by leaving a comment below. Have a wonderful day!

View solution in original post

FritzF
Moderator

Chart of Accounts Cannot Make Inactive or Delete

Thanks for joining this conversation, @finance87.

 

Yes, it can be deactivated. All you need to do is to go to the Chart of Accounts in your QuickBooks Online (QBO). Here's how:

 

  1. In QBO, go to the Accounting menu at the left pane to get to the Chart of Accounts page.
  2. Locate the expense account.
  3. Click the drop-down option beside Run report under the Action column.
  4. Choose Make inactive

 

 

For further guidance, refer to this article: Delete an account on your chart of accounts in QuickBooks Online.

 

Also, consider checking out this article that tackles what account that can and can't be deleted or deactivated: Manage default and special accounts in your chart of accounts.

 

Please know that I'm only a post away if you have any other questions or concerns. I'll be more than happy to answer them. Have an amazing rest of the day!

View solution in original post

11 Comments
QBsguru
Level 7

Chart of Accounts Cannot Make Inactive or Delete

Chances are the account is associated with an item.  Go to your item list and customize columns to show both the income and expense account associated with the item.  If you see COMPUTER SALES, this is the culprit.  You need to edit the item so that you can delete it if it has not been used in a transaction.

View solution in original post

jbooze1
Level 3

Chart of Accounts Cannot Make Inactive or Delete

Hello QBSguru, I appreciate your reply. When you say "go to item list" what do you mean? Is this something outside of the Chart of Accounts? Thank you, jbooze!

 

 

SarahannC
Moderator

Chart of Accounts Cannot Make Inactive or Delete

I'll guide you where the item lists are, jbooze1.

 

First is to click Sales on the left panel and select the Product and Services section. Next, you can either make the item inactive by clicking the drop-down arrow or change the account to another account by clicking the Edit button as mentioned by  QBSguru.

Capture2.PNG

 

Once done, you can now make the account inactive from the Chart of Accounts. The inactive accounts doesn't mean to be deleted. It only means that it is not in use and not able to display in the Chart of Accounts lists.

 

But, if the accounts are the default one, there isn't a way to make them inactive as this already created inside QuickBooks.

 

Also, here's an article  where you can learn on how to organize the your accounts

 

The Community is always here if you need further assistance! Have a great day!

jbooze1
Level 3

Chart of Accounts Cannot Make Inactive or Delete

Hi, Sarahannc, I do not have that many items in Products and Services. I was trying to make items in the following list inactive for example. These items are not in Products and Services.

 Inactive1.JPG

When I try to make Training Income inactive, for example, I get this message and yet I can find no activity for this account?

Inactive2.JPG

Thank you so much for your help!

jbooze1

 

 

MaryJoyD
QuickBooks Team

Chart of Accounts Cannot Make Inactive or Delete

There are some accounts that you can’t make inactive, @jbooze1.

 

If this training income account is used by a product or service, then this can’t be made inactive. These are default accounts that was created automatically and serve important roles in your accounting.

 

See the following article on how to handle account from your chart of accounts: Manage default and special accounts in your chart of accounts.

 

Stay in touch if there's anything that I can help you with by leaving a comment below. Have a wonderful day!

View solution in original post

finance87
Level 2

Chart of Accounts Cannot Make Inactive or Delete

I am also trying to deactivate an account in my chart of accounts.  It is an expense account that has not been used in over a year.  Can it be deactivated and, if so, how?

 

Thanks!

FritzF
Moderator

Chart of Accounts Cannot Make Inactive or Delete

Thanks for joining this conversation, @finance87.

 

Yes, it can be deactivated. All you need to do is to go to the Chart of Accounts in your QuickBooks Online (QBO). Here's how:

 

  1. In QBO, go to the Accounting menu at the left pane to get to the Chart of Accounts page.
  2. Locate the expense account.
  3. Click the drop-down option beside Run report under the Action column.
  4. Choose Make inactive

 

 

For further guidance, refer to this article: Delete an account on your chart of accounts in QuickBooks Online.

 

Also, consider checking out this article that tackles what account that can and can't be deleted or deactivated: Manage default and special accounts in your chart of accounts.

 

Please know that I'm only a post away if you have any other questions or concerns. I'll be more than happy to answer them. Have an amazing rest of the day!

View solution in original post

finance87
Level 2

Chart of Accounts Cannot Make Inactive or Delete

Thanks.  I found it.

jbooze1
Level 3

Chart of Accounts Cannot Make Inactive or Delete

Thank you.

Achim B
Level 2

Chart of Accounts Cannot Make Inactive or Delete

Hi Fritz, 

I have a similar question: I keep deleting/de-activating certain accounts in my Chart of Accounts, since not needed, but after a few days QB keeps adding them back. i.e. Inventory Asset, Billable Expense Income, Sales of Product Income, Purchases. I don't need and don't use those accounts, they've never been used. Contrary to some other QB default accounts that cannot be deleted, QB lets me de-activate these accounts, but then re-activates them automatically. Of course I could simply ignore them, but it disturbes me when I see them on my Chart of Accounts. Any advise will be appreciated. Thank you. 

 

ShiellaGraceA
QuickBooks Team

Chart of Accounts Cannot Make Inactive or Delete

Thanks for joining the thread, @Achim B.

 

I have an idea why you're accounts are recreates automatically after deleting them. Inventory Asset and Billable Expense Income are among the special accounts. It's QuickBooks that creates these specific accounts by default.

 

If you try to edit or delete these accounts, any edits to Products/Services will recreate them. Thus, these accounts can't be removed. You can just ignore them if you're not using them. Other non-special accounts can  be deleted, check out this guide for the detailed steps: Delete an account on your chart of accounts in QuickBooks Online.

 

You can learn more about the default and special accounts at this link.

 

Feel free to message me anytime if you still have questions or concerns. I'll be around to assist you. Take care and have a wonderful weekend.

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