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Experienced Member

How to combine accounts for reports

So at my work they want to create monthly reports and combine all of the travel accounts into one to show what we've spent on travel in total, or combine all of our different types of insurance accounts into one so that we can see what we've spent on insurance. Is there a way to combine multiple accounts into one major account? By accounts I mean expense types. I don't want to combine them permanently, just for the purposes of printing data.

5 Comments
Moderator

Re: How to combine accounts for reports

Sending good vibes to you, Zwarich.

I'm here to help you go over to your QuickBooks and have those accounts combined.

 

You can combine all your travel accounts into one by adding them as a sub-account to your parent account. By doing this, you can pull up and run the profit and loss report showing all the expenses under the parent account.

 

To combine them, here's how:

 

  1. Click Lists at the top menu bar and choose Chart of Accounts.
  2. Right-click one of the travel account and select Edit Account.
  3. Under Account Name, select the Sub-account of and choose the Parent Account.
  4. Hit Save & Close (see sample screenshots below).

 

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After that, you can manually export the report into Excel and remove the other account names.

 

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For more information about sub-accounts in QuickBooks, you’ll find detailed instructions by pulling up the article in your company file. Just press F1 on your keyboard. When the Have a Question window opens, type in Enter and track donations in the field box.

 

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Also, here's an additional reference that might be helpful for future use: Merge Accounts, Customers, and Vendors.

 

This will get everything nice and organized in your QuickBooks Desktop chart of accounts and reports. If you need any other help about QuickBooks, feel free to ping me out.

BRC
Established Community Backer ***

Re: How to combine accounts for reports

@RoseMarjorieA 

 

The OP wrote, "I don't want to combine them permanently, just for the purposes of printing data."

 

In what way will your solution meet the OP's needs, since once accounts are merged there is no un-merging them?

BRC
Established Community Backer ***

Re: How to combine accounts for reports

The only way I know of to do this is if the accounts you don't want to see details for are sub-accounts.

For example, if you set up your Travel accounts like:

Travel

    Airfare

   Hotel

   Taxi

 

Then on your P&L you can use the little Arrow next to the Travel account's name to roll up the sub-account details into one total, both for viewing and printing.

 

 

Moderator

Re: How to combine accounts for reports

Hi, BRC.

 

I've already updated my answer above. Thank you.

 

Have a good one.

BRC
Established Community Backer ***

Re: How to combine accounts for reports

RE: I've already updated my answer above.

 

Well, you updated it after my comment, not "already".

 

And your answer is still not right.  There is no need to send the report to Excel. Just close the accounting group on the report and print it.