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Level 1

How do I view inactive vendor accounts?

5 Comments 5
QuickBooks Team

How do I view inactive vendor accounts?

Welcome to the Community, crhodes!


It's nice to see new users here in the website. I have some insights to share about inactive vendors and guide you through reviewing their accounts. 


To make sure we're on the same page, are you referring to the vendor's transactions? If so, making vendors inactive won't completely remove them from your list. The transactions associated with them remain part of your company data. 


You can view the transactions from the Vendors transactions list. Here are steps to guide you through:

  1. Go to Expenses in the left panel, then Vendors
  2. Select the small Gear icon above the Action column. 
  3. Place a check mark in the Include inactive box (see screenshot 1).
  4. Scroll down and click the inactive vendor; you should see the word deleted adjacent to the name (see screenshot 2).
  5. Choose the Transaction List tab (see screenshot 3).

These steps will let you view the accounts/transactions of an inactive vendor. 


Please know you can continue to reach me here with any additional questions or if you're referring to something different. Thanks for coming to the Community, wishing you continued success.


Level 1

How do I view inactive vendor accounts?

I'm using the desktop version of QB for Mac. I checked several of my vendors as inactive a couple of days ago. Today, I tried to reactivate one, and none of the inactive vendors were listed. If I go to the Vendor Center, at the bottom it already says All Vendors. If I change it to Inactive Vendors, the list is empty. What happened to those vendors? Thanks!


How do I view inactive vendor accounts?

Thank you for joining this thread, mtrunner.


Great job for reactivating your vendor. There could be an issue with the data in the Inactive Vendors page, and that's why the list is empty.


I've got the troubleshooting step to isolate and fix this issue. Let's run the verify and rebuild data in QuickBooks Desktop for Mac.


Verify data self-identifies the most commonly known data issues within a company file while rebuild data self-resolves most data integrity issues that the Verify Data finds. It also helps restore missing names from lists in the Vendor Center.


How to verify your company file data


  1. Go to File, then select Utilities.
  2. Select Verify Data, then click OK to close all windows.
  3. If you see “Your data has failed the integrity check” you need to rebuild your file. If not, then you’re done.

How to rebuild your company file data


  1. Go to File, then select Utilities.
  2. Choose Rebuild Data, then click OK to close all windows.
  3. QuickBooks will ask to make a backup before rebuilding your company file, click OK.
  4. If you don’t want to do a backup, select Cancel to continue rebuilding your company file.
        a. If you haven’t set up any backup preferences, QuickBooks will ask you to update them. Select Backup Preferences and edit as needed, then click OK.
        b. When the backup's finished, select Show in Finder to locate the backup or select OK if you’re done.
  5. Once finished, click OK.

To make sure your file is free or errors or data damage, verify your company file again. If you still have errors or damage, rebuild the file again.


You can also refer to this article for other troubleshooting steps: Verify and rebuild data in QuickBooks Desktop for Mac.


Let me know this goes by leaving a comment below. I always have your back.

Level 2

How do I view inactive vendor accounts?

People keep answering for QB online.  I need the answer for Desktop.


How do I view inactive vendor accounts?

Hi there, @eyechout


Viewing and activating the inactive vendor in QuickBooks Desktop is just a few clicks. I'm happy to walk you through the steps on how to accomplish this. 


Here's how: 


  1. Go to the Vendors menu at the top. 
  2. Click the Vendors drop-down arrow, then pick All Vendors
  3. Double click the name. Inactive vendors have an X sign before their names. 
  4. Unchecked the Vendor is inactive box. 
  5. Tap OK



I'd also add articles about changing vendor to a customer or vice versa and managing vendor's transactions in your account. 



Don't hesitate to leave a comment below if you have different queries. I'm always here, ready to help. Keep safe!

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