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Frequent Explorer **

Delete a GL account

I'm new to QBO.
How do I delete an account on the Chart of Accounts?
Client using Simple Start.

Thanks,

Solved
Best answer 10-28-2018

Accepted Solutions
ProAdvisor

Re: Delete a GL account

Hello @njsherry:

 

This is a great question and the answer is only obvious when someone shows you where to look.  I call this one of the hidden things in QBO.

 

Basically, you go to:

  1. accounting>chart of accounts>find the account you want to remove
  2. then go to run report.  There is a drop down list where you will find "edit" or "delete". 
  3. There are accounts that you cannot delete, which I mention in the video.

It is that simple when you know where to look.  So thank you for asking this question, as I am sure there are other people who don't know how to do this either.

 

Remember, in QuickBooks Online or any web based product, there is never anything deleted.  So if you accidentally delete something, you can always bring it back.  There is a small gray gear at the right side of the Chart of accounts list.  Click that and show inactive. Find your accidentally deleted account and reinstate it by making it active again (same drop down).

 

I hope that helps.  There are help articles right here to help you learn QBO.  My favorite is this one.

 

As always, if you have more questions, we are here to help you!

 

Have a wonderful weekend.

 

@lynda

@ParkwayInc

 

 

18 Comments
ProAdvisor

Re: Delete a GL account

Hello @njsherry:

 

This is a great question and the answer is only obvious when someone shows you where to look.  I call this one of the hidden things in QBO.

 

Basically, you go to:

  1. accounting>chart of accounts>find the account you want to remove
  2. then go to run report.  There is a drop down list where you will find "edit" or "delete". 
  3. There are accounts that you cannot delete, which I mention in the video.

It is that simple when you know where to look.  So thank you for asking this question, as I am sure there are other people who don't know how to do this either.

 

Remember, in QuickBooks Online or any web based product, there is never anything deleted.  So if you accidentally delete something, you can always bring it back.  There is a small gray gear at the right side of the Chart of accounts list.  Click that and show inactive. Find your accidentally deleted account and reinstate it by making it active again (same drop down).

 

I hope that helps.  There are help articles right here to help you learn QBO.  My favorite is this one.

 

As always, if you have more questions, we are here to help you!

 

Have a wonderful weekend.

 

@lynda

@ParkwayInc

 

 

Frequent Explorer **

Re: Delete a GL account

Lynda - you are my HERO!!

Thanks so much.

Super Contributor **

Re: Delete a GL account

What if I want to start off the company file completely over?
Is it possible? When starting setting up the file right after I subscribed to QBO I hadn't had the knowledge that I have now and made many mistakes.
I am more than 60 days into the subscription.

Moderator

Re: Delete a GL account

Hello EBFinancials,

 

Since your account has been active for more than 60 days, we're unable to purge it and start with a clean slate. If you want to start from scratch, here's what we can do:

  1. Cancel your account.
  2. Subscribe to a new one.

Here are the detailed steps in canceling the account:

  1. Click the Gear icon and select Account and Settings
  2. Select the Billing & Subscription tab and go to the QuickBooks section.
  3. Click the Cancel hyperlink and select Continue to Cancel.
  4. Click Continue to Cancel again and answer the exit survey.
  5. Click Confirm Cancel.

When resubscribing to QuickBooks Online subscription, you can use your existing user ID and password.

 

Let us know if you need more help with this.

Super Contributor **

Re: Delete a GL account

I signed up to QBO on 04-Dec-2018 so I am still in the initial 60 days timeframe
Could you please guide me on how to purge my account/company file

QuickBooks Team

Re: Delete a GL account

Hello again, @EBFinancials,

 

It's nice to have you in the Community. I can provide clarification on purging your company file.

 

I'm including a link that contains insight on purging, including what accounts are eligible and the steps for this process: Deleting Online Data And Starting Over. You can locate specific information about this in the section Account has been active for less than 60 days and you need to start from scratch.

 

Please be aware that this process cannot be reversed once this is performed. As a result of this, I suggest making sure that you want to initiate a purge before doing so. 

 

Should you have any questions or need anything, I'm just a few clicks away. Cheering you to a wonderful week ahead. 
 

Super Contributor **

Re: Delete a GL account

It is not relevant as my QBO subscription is of Simple Start type, therefore, is not eligible for purging.

Active Member

Re: Delete a GL account

Hello Lynda,

I am on the Plus version, and there is not a Run Report drop down list. 

On each account there is a View Register drop down list and there is not a delete option there. 

Given the account limits starting on April 1st, I am trying to clean up some of the accounts that have never been used, in order to star using new ones (our number of accounts is over 250).

If I turn them into Inactive, will they count on the 250 limit?

Thank you.

Have a nice day,

 

QuickBooks Team

Re: Delete a GL account

Hi there @blancany,

Let me just provide you some insights about the usage limit of your subscription when inactivating your accounts.

First off, there’s no option to delete any of your accounts. However, you can just make them inactive.

Then, once you’re done inactivating these accounts, they won't be counted on the 250 limit of accounts in your Chart of Accounts. Only active accounts, classes, and locations count towards the limit.

You can also check this article for further details: What are Usage Limits in QuickBooks Online?.

If you need other help, I’m always here to assist you. Have a great day!

Frequent Contributor *

Re: Delete a GL account

I'm using Quickbooks Online and there is no option to delete an account -- only inactivate.  Even when the account has not been used.   I finally tried the merge trick in which you create a new account like "Dummy" then rename the account you want to delete with the same name and merge them and THEN try to delete the account --  but that still didn't work.  QB wants to remember these accounts for some reason and so STILL created a 'ghost' of the merged account.  This is incredibly frustrating.   I' m an experienced user and I want to clear up my GL --   NOT inactivate but delete accounts that should be able to be deleted.  How do I do that? 

Moderator

Re: Delete a GL account

Allow me to jump into this conversation, NikiPatt.

 

I'm here to provide further details about inactivating an account in QuickBooks Online (QBO).

 

Since we want to make sure your transactions are intact and reports unchanged, deleting an account hasn't been made available in QBO. You only have the option to make accounts inactive so they remain as part of your company data. You also have the option to restore inactive accounts at anytime.

 

If this isn't something beneficial for you, please know that we are constantly improving our product's features to meet your needs. I encourage checking our website for any updates and feature enhancements through this link: https://quickbooks.intuit.com/blog/.

 

We hear you, NikiPatt. I'll be sure to update this thread if I hear any changes about the option you're looking for. 

 

Should you have further questions, just leave a comment below. I'll get them answered for you. Have a nice day.

Frequent Contributor *

Re: Delete a GL account

 

If I'd known that I wouldn't have added  experimental accounts to try something with a new client who had some specific requests for tracking.  Note that there are advisors who will tell you how to delete  - so if it doesn't work please broadcast that. (That's where I got the merge trick.) .  You need to make it clear from the get go that you can't.  I also understand that there are now a lot of laymen users with no experience in accting or bookkeeping who are using QB Online and so might just 'delete' an acct because they made a mistake -- thus throwing everything into chaos.  Not allowing delete prevents that.  So here's what I recommend:  Allow admins and master admins to access a box which allows deletions of accounts for them.  That means those who post only could not delete an account but an admin could.  The standard QB desktop prompts of "You cannot delete an account with transactions"  and "Are you sure you want to delete this account?"   are plenty for any experienced user.  I have renamed the experimental accts as "Dummy" and inactivated them but it is still unacceptable  that I cannot clean up the General Ledger to my satisfaction.

Frequent Explorer **

Re: Delete a GL account

I agree with you NikiPatt.  There is no reason someone using the Accountant version of QBO shouldn't be able to do some things that the "uneducated" user can't.

Also, there are certain accounts that can't be inactivated... like inventory for a service business.

Moderator

Re: Delete a GL account

It's nice to have you back, @njsherry,

 

I appreciate you sharing your thoughts and feedback with us. I want to make sure you get the best experience with our products.

 

I understand how helpful it is to be able to entirely delete accounts in the QuickBooks Online to expedite the process of removing unuseful accounts. Our developers are constantly working to meet our customer's needs and demands. To complete your work, you can delete the transactions one at a time then make an account inactive.

 

While we don't have any information on when this will be available, I'm taking note of this preference. Rest assured, I'll pass this along to our developers for review.

 

You can also visit our QuickBooks Online Blog to be updated about our latest news, features, and updates about QuickBooks Online and what our Product Care Team is working on.

 

That should do it, @njsherry. The Community always has your back, so please feel free to post an update by leaving a comment below. Wishing you a great and productive week ahead!

Established Member

Re: Delete a GL account

What if there is no "delete" option in the drop down?

QuickBooks Team

Re: Delete a GL account

Hello there, @pgsla.

 

I'm here to provide some information regarding the process of removing a ledger account from your Chart of Accounts. The option you'll see on the drop-down actually reads Make Inactive. I'm including some detailed steps as well as a visual example of this process below:

 

Deleting an Account in QBO

  1. From QuickBooks Online, click the Gear icon (⚙) and select Chart of Accounts.
  2. Next to the Account you'd like to remove, click the drop-down ▼ and select Make Inactive.
  3. You'll be prompted about the circumstances of deleting certain accounts. If you understand and wish to continue, select Yes.

Check out our awesome guide on deleting accounts here for more information. I've also included a brief video demonstration I made on this below:

 

That's all there is to it! With the help of these instructions, you can remove any unused or unneeded accounts from your QuickBooks Online company. It is worth noting that, if there is a non-zero balance in the account whenever it's deleted, the balance will be written off to the Opening Balance Equity account. This is the only way such an account can be removed due to the double-entry style of accounting that QuickBooks uses.

 

Please feel free to keep in touch with me here anytime you need a helping hand with QuickBooks, that's what I'm here for. Thanks for coming to the Community, wishing you a safe and productive week ahead.

Established Member

Re: Delete a GL account

I've already done that.  This doesn't delete it though, it just makes it in active.  

QuickBooks Team

Re: Delete a GL account

Thank you for the clarification, @pgsla.

 

At this time, there's no way to fully delete ledger accounts from QuickBooks Online. Due to the double-entry nature of QBO's accounting style, accounts can only be made Inactive to ensure all transactions can be tracked by their Debits and Credits accordingly.

 

As a workaround, if you've already removed all transactions from an unneeded account, you can rename and re-categorize it to be recycled for a new account. Should you wish to do this, the instructions below will ensure your success:
 

Change an Account's Name

  1. From QuickBooks Online, click the Gear icon (⚙) and select Chart of Accounts.
  2. Next to the Checking Account you'd like to change the name on, click the drop-down ▼ and select Edit.
  3. Enter the new name under Name. Click Save and close once finished.

You can learn more about editing your chart of accounts from the article here or the video tutorial below:

 

Once you've renamed the account, the options just below the name field will allow you to re-categorize it however you'd like. Please know I'm always available here to help with anything you need. Thanks again, and take care.