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HOW CAN i MAKE CERTAIN ACCOUNTS IN THE CHART OF ACCOUNTS INACTIVE?

 
9 Comments
Content Leader

Re: HOW CAN i MAKE CERTAIN ACCOUNTS IN THE CHART OF ACCOUNTS INACTIVE?

Hi @paulstewart1940,

 

Thanks for joining the Community. I can guide you through making certain accounts in the Chart of Accounts inactive. 

 

Users can delete accounts in QuickBooks Online that they're no longer using. When an account has been deleted, it will appear as inactive in the Chart of Accounts. The deletion of an account will not erase the transactions contained in there, so reports won't change. Here's how to delete an account:

 

  1. Click the Gear icon.
  2. Select Chart of Accounts.
  3. Locate the account that you'd like to delete. 
  4. Select the drop-down in the Action column and press Delete.
  5. Click Yes when asked if you want to delete.

 

I've included a video to serve as a visual guide:

 

 

You can restore a deleted account at any time. Additionally, if the account has a non-zero balance then an adjusting transaction will be made. For additional information about this and deleting accounts, I recommend the following article: How to Delete an Account and Restore It.

 

With these steps and article, you'll be able to make an account inactive in just a few clicks. 

 

The Community has your back and is happy to assist anytime. Wishing you well. 
 

Level 1

Re: HOW CAN i MAKE CERTAIN ACCOUNTS IN THE CHART OF ACCOUNTS INACTIVE?

Even though the QB balance is listed as $0, when I try to make an account inactive, I get the following error message:  This account cannot be inactivated because there are transactions in it that have a non-zero balance.  

 

What does this mean, and how do I fix so I can make it inactive?

 

 

Moderator

Re: HOW CAN i MAKE CERTAIN ACCOUNTS IN THE CHART OF ACCOUNTS INACTIVE?

Thanks for joining this conversation, KFreyGTCC.

 

Allow me to share some insights on making an account inactive.

 

QuickBooks won't let us inactivate an account with zero balance but has multiple transactions in it. Delete the transactions first. Here's how:

  1. Choose Accounting on the left pane, then select Chart of Accounts at the top.
  2. Locate the account you want to inactivate and click View Register.
  3. Select a transaction.
  4. Click More and choose Delete.
  5. Choose Yes to confirm.

Once done, you should be able to make it inactive. Here's how:

  1. Choose Accounting on the left pane, then select Chart of Accounts at the top.
  2. Locate the account you want to inactivate and choose Make inactive under the Action column.

image.png

 

Here's an article for future reference: How to delete an account or restore a deleted account.

 

That should get you on the right track. I'd like to make sure that you're able to resolve this concern, so please let me know how that works. Best regards.

Level 1

Re: HOW CAN i MAKE CERTAIN ACCOUNTS IN THE CHART OF ACCOUNTS INACTIVE?

That makes no sense./

If I delete a transaction - it will ripple thoughout the entire QBO///

QuickBooks Team

Re: HOW CAN i MAKE CERTAIN ACCOUNTS IN THE CHART OF ACCOUNTS INACTIVE?

Hi there, @B-MUSIC-school.

 

When you delete a transaction, it will completely erase it from your books. It won’t show anymore in your reports or your accounts. Once it’s already deleted, you can’t recover the transaction, and you can only recover the details in your Audit Log.


I also suggest consulting your accountant for further accuracy of your books, and any accounting helps.


You can check this link for more insights into deleting transactions in QuickBooks (https://quickbooks.intuit.com/learn-support/en-us/customer-topics/void-or-delete-transactions-in-qui...).


Thanks for posting. If you have any other concerns, feel free to reply to the tread. Have a good one.

 

 

Level 1

Re: HOW CAN i MAKE CERTAIN ACCOUNTS IN THE CHART OF ACCOUNTS INACTIVE?

I know that.   Hence the answer from 

Moderator

Re: HOW CAN i MAKE CERTAIN ACCOUNTS IN THE CHART OF ACCOUNTS INACTIVE?

I know how important it is for you to make some of these accounts inactive, B-Music-school.

 

The error will only occur if the account has a transaction that is linked to an inactive account. Deleting transactions is not necessary, unless you've already consulted your accountant for an advise about this. You can view this article for more information: Error - This transaction will cause a deleted account named (name of account) (deleted) to have non-....

 

Before we can delete the account that has the error, we'll want to review the transactions. This is to determine what account has been made inactive that causes the error.

  1. Go to the Chart of Accounts page.
  2. Look for the account that has the error and click View register.
  3. Click a transaction to see the details.
  4. Select More at the bottom of the transaction page.
  5. Select Transaction journal.
  6. Take note of the inactive account.
  7. Repeat Steps 2-6 for other transactions under the account you want to delete.

Once you've got the inactive accounts, we'll want to activate them temporarily.

  1. Go to the Chart of Accounts page.
  2. Click the small gear icon above the ACTION column.
  3. Mark (✔) the Include inactive box.
  4. Look for the accounts that need to be activated.

After that, make sure the transactions will not be associated to account. You can update or delete it if necessary.

 

Again, I'd recommend reaching out to your accountant to determine what to do with the associated transactions.

 

You can continue making the accounts inactive once you've taken cared of the transactions.

 

Related articles and steps in deleting an account are already on this thread. You can back-read the responses if you need more help with this.

 

We'll get back to you and provide additional steps depending on the results.

Level 1

Re: HOW CAN i MAKE CERTAIN ACCOUNTS IN THE CHART OF ACCOUNTS INACTIVE?

Again, I do not want to delete any transaction....

I want to make an account INACTIVE ( again, since this conversion QBO just put inactive accounts in my CoA) - I have been working with desktop versions for 30 years....

So - I have to "Activate " all the inactive accounts, and then ?

The real question is why did QBO not just use the active CoA during the conversion?

 

Thoughts?

Sad.

QuickBooks Team

Re: HOW CAN i MAKE CERTAIN ACCOUNTS IN THE CHART OF ACCOUNTS INACTIVE?

Hey there, @B-MUSIC-school. Thanks for providing an update.

 

During a conversion from QuickBooks Desktop to QuickBooks Online, it will bring over all accounts, regardless of status (if there are transactions associated with them).

 

That being said, if you make a register with transactions inactive, QuickBooks will create an adjustment entry to zero out that register’s balance. This adjustment might not look good on your reports. Be sure to talk to your accountant first. If you need an accountant, we'll help you find one near you.

 

Some types of accounts can't be made inactive. I've included those below for your reference. Please check that the account you're trying to inactivate isn't one of those listed below;

 

Please let me know if there's anything else I can do to be of assistance.

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