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JHilbert
Level 1

Chart of Accounts Inactive Account Keeps Appearing Reports

 
8 Comments 8
GlinetteC
Moderator

Chart of Accounts Inactive Account Keeps Appearing Reports

I'm here to assist you in organizing your accounts by providing some insights about inactive accounts showing on reports, JHilbert.

 

Inactive or deleted accounts can show up on your financial reports in QuickBooks Online if they were used in transactions before being deactivated or deleted.

 

You have two options to stop these from appearing in your report. You can either temporarily remove them or completely delete them from reports.

 

To temporarily delete them, here's how:

 

  1. Open the financial report you are currently working on.
  2. Click the Customize button and scroll down to the Rows/Columns section.
  3. Set the Show non-zero or active only option to Non-zero.
  4. Click on the Run report button to generate the updated report.

 

To remove an inactive account from reports, you need to reactivate the account first and then choose to merge, move, or delete it. You can refer to the instructions outlined in this article to complete the tasks: Remove deleted accounts from reports in QuickBooks Online.

 

Moreover, you can save its current customization by memorizing your report. Doing this provides convenience and time-saving benefits, allowing you to generate customized reports whenever needed and efficiently access them.

 

Let me know in the comment below if you require further assistance with managing reports or related matters. I am here to support you at any time.

Tim199
Level 1

Chart of Accounts Inactive Account Keeps Appearing Reports

Inactive accounts are displayed only on the balance sheet, not the profit and loss report. I have tried everything you noted, but it does not work.  I have even made the accounts active and inactive again, but to no avail.

Any other suggestions?

FishingForAnswers
Level 10

Chart of Accounts Inactive Account Keeps Appearing Reports

@Tim199  Unless the inactive accounts in question are appearing with a $0.00 balance, the system is working as intended.

 

If you were able to remove accounts from the balance sheet that had a remaining balance, whether positive or negative, it would break the balance sheet.

RogelioL
QuickBooks Team

Chart of Accounts Inactive Account Keeps Appearing Reports

I see you’ve been working diligently to manage the visibility of inactive accounts in your financial reports. Let’s work through this together to find a solution that correctly reflects your accounts in the reports.

 

To begin with, please know that if an account has a remaining balance when it is marked as inactive, the system will make an automatic adjustment entry to zero out the balance. It will be recorded in the Opening Balance Equity, essentially treating it as if the entry occurred in the previous accounting period.

 

To resolve your concern, let's first double-check the settings in your reports to ensure that inactive accounts should indeed be displayed or excluded correctly.

 

Here's how:

 

  1. Run your Balance Sheet report.
  2. If you're using the Classic View, click the All Row/All Columns dropdown, then choose Active to show all active accounts and exclude the inactive accounts.
    image (1).png
  3. If you're using the Modern View, select the General Options, click the Show non-zero or active dropdown, then choose Active.
    image.png
  4. Once done, hit Run Report.

 

However, if the inactive accounts are still showing even after filtering your reports, I recommend exporting this to Excel and manually removing these accounts.

 

For additional reference, check out these articles to help manage your transactions:

 

 

Moreover, did you know that you can schedule a free consultation with our QuickBooks Live Expert Assisted? They can provide you with tailored advice and step-by-step guidance on how to manage your QuickBooks Online Account, helping you maintain seamless business operations.

 

Maintaining accurate and reflective financial reports is important, and I'm committed to helping you achieve this, Tim. Please reach out if you need further assistance or decide to go ahead with contacting our support team.

FishingForAnswers
Level 10

Chart of Accounts Inactive Account Keeps Appearing Reports

@RogelioL  "To begin with, please know that if an account has a remaining balance when it is marked as inactive, the system will make an automatic adjustment entry to zero out the balance."

 

Why would the system do that?

Tim199
Level 1

Chart of Accounts Inactive Account Keeps Appearing Reports

Thank you for your quick response.   The inactive accounts are showing with a “dash” "-” not a zero balance.

I hope this additional information helps find a solution.

Tim199
Level 1

Chart of Accounts Inactive Account Keeps Appearing Reports

Thank you for your quick reply. The inactive accounts on the balance sheet show "dash", "-" rather than a zero balance. I am not having the same issue with the profit and loss statement, only the balance sheet.I hope this additional information helps find a solution.

FateCandylaneT
QuickBooks Team

Chart of Accounts Inactive Account Keeps Appearing Reports

Let's review your reports and register to fix discrepancies in your entries, Tim199. This way, we can ensure an accurate record of your finances. 

 

Before inactivating a balance sheet account, you'll have to correct the balance to zero. Otherwise, QBO automatically makes an adjustment entry to zero out the non-zero balance of the inactive account. This entry posts to the Opening Balance Equity account, as mentioned by my colleague above. The input could result in an inaccurate filing of tax information.

 

To remove the inactive accounts from your Balance Sheet report, follow the steps shared by GlinetteC above. I've also included screenshots for your reference.

 

 

I'll also include this article for more details: Remove Deleted Accounts from Reports in QuickBooks Online.

 

However, if inactive accounts aren't showing as zero balances on your reports, I suggest exporting this to Excel and manually removing these accounts.

 

Moreover, you can check out these references that can give some insight into the reconciliation process:

 

 

I want to make sure that you're able to get back to running your business as soon as possible. Leave your reply in the comments for any additional queries when managing accounts in your file. Keep safe.

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