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barry21
Level 3

How to eliminate old customers and projects with open balances?

I transferred from a desktop version and need to eliminate old accouts
Solved
Best answer December 18, 2020

Best Answers
ZackE
QuickBooks Team

How to eliminate old customers and projects with open balances?

Thanks for bringing this to my attention, barry21. I appreciate the details you've provided.
 

Our "The account you are trying to use has been deleted." message displays when an account you're working with has been inactivated. This can be resolved by reactivating it.
 

Here's how:

  1. In your left navigation bar, go to Accounting, then Chart of Accounts.
  2. Above the ACTION column, click your Gear (⚙️) icon.
  3. Tick your Include inactive checkbox.
  4. Locate any inactive accounts (they will say "(deleted)" next to their names) associated with the expenses you're working with and select Make active for each of them.


Now, you can return to our Hide unbilled expenses screen by accessing your Dashboard, then changing the URL in your browser's address bar from “qbo.intuit,com/app/homepage” to “qbo.intuit.com/app/managebillableexpense”. From there, you'll be able to enter a preferred date in the available field. Any unbilled expenses created before that day will be marked as closed once you press Save.


I've included a helpful resource about working with your chart of accounts list that may come in handy moving forward: Learn about the chart of accounts
 

I'll be here to help if there's any additional questions. Have a wonderful Friday!

View solution in original post

6 Comments 6
LieraMarie_A
QuickBooks Team

How to eliminate old customers and projects with open balances?

You've come to the right place, @barry21. I'm here to help you delete your old customers and projects without any further delay.

 

Beforehand, please know that removing your customers and projects in QuickBooks Online will only make them inactive. The transactions associated with them remain in your company data and reports.

 

Here's how to a customer:

  1. From the left menu, select Sales, then Customers.
  2. Select the customer's name.
  3. double-click on the customer you want to delete. 
  4. From there, press the Edit button.
  5. On the Customer information box, select Make inactive.
    Capture.JPG
  6. Once asked to confirm deactivation, select Yes.

 

To make them active again, refer to these links for detailed instructions:

 

I'm also adding this article for more info about managing list elements such as accounts, classes, products oar services, customer or vendor, etc: How to edit, delete, and restore list elements.

 

Then, inorder to delete a project, we have to make sure there are no open transactions associated with it. Once again, deleting a project won't delete your transactions. However, the project name linked to it would show as "deleted."

 

Here’s how to delete a project:

  1. Click Projects on the left dashboard menu.
  2. Locate the project.
  3. In the Action column on the far right, select the Options dropdown and choose Delete.
  4. Then, select Yes.
     

If there are already transactions involved, you would want to change the project to “Mark as completed” status.
Capture.JPG

 

If you wish to make them active again, these steps will ensure your success:

  1. Go to Projects.
  2. Click the small Gear icon in the top-right section of the project list.
  3. Put a check on Show deleted projects.
    Capture.JPG
  4. Click the down arrow beside the Options setting of a deleted project.
  5. Choose Undelete and mark as in progress.
    Capture.JPG

You can use our guide on how to set up and create projects in QuickBooks Online as a reference. Additionally, to learn more about Projects in QuickBooks Online, check this out: Projects FAQ.

Get back to me if you have other concerns. I'll be around to answer them all for you. Keep safe and have a good one!

barry21
Level 3

How to eliminate old customers and projects with open balances?

Thank you but I keep getting this prompt:

This customer cannot be deleted because there are unbilled charges for this customer.

 

I have read the other articles about this but I have had QB desktop since  1998 so I have hundreds of these types of accounts.

 

I tried the trick with entering a the unique home page code and limiting the data to 12/31/2018 but it didn't shut off any of the unbilled charges. AgainI have hundreds to get rid of.

 

Thanks.

 

Barry

ReyJohn_D
Moderator

How to eliminate old customers and projects with open balances?

You're welcome, Barry.

 

I have another idea on how to get rid of the error and your customer's unbilled charges.

 

The error "This customer cannot be deleted because there are unbilled charges for this customer" shows up when:

 

  • The Track expenses and items by customer and Make expenses and items billable preferences are disabled.
  •  A charge, credit, or a billable expense associated with the customer you’re trying to delete has no invoice.

I can share one more trick you can consider doing. First, let's enable the said preferences in the settings. Please follow along below to get this done right away.

 

Here's how:

 

  1. Click the Gear icon, and then choose Account and settings.
  2. Select Expenses, and then go to the Bills and expenses section.
  3. Make sure to turn on the Track expenses and items by customer and Make expenses and items billable options.
  4. Click Save, and then Done when you're ready.

Once done, it's now time to handle your unbilled charges. You can run the Unbilled charges report to locate and delete them quickly. 

 

Here's how to do it:

 

  1. Go to the Reports menu.
  2. Select the Unbilled charges report from the Who owes you section.
  3. Choose All Dates as the Report period.
  4. You can customize it further to get the specific details that you need.
  5. Select the Run report button.
  6. Open the unbilled charge entries one at a time.
  7. Click the Bill or Expense link.
  8. Uncheck the Billable column, and click Delete from the More button.
  9. Click Yes when prompted.
    d771.PNG

If you have open charges, you can also delete them. Additionally, you can try the unique homepage link again after turning on the said settings above. This way, you'll be able to hide all unbilled charges at once.
 

For the detailed steps, please head to this link: Delete customer with unbilled charges.

 

After resolving the unbilled charges issue, you can begin managing your customer lists in QuickBooks. This way, you can keep track of them and stay organized.

 

Lastly, you'll want to save the said report above. This way, you can access them anytime for later use. For more info, please see this handy resource: Memorize reports in QuickBooks Online.

 

I'll keep an eye on your reply if you have additional unbilled charges concerns. I'm here to help you.

barry21
Level 3

How to eliminate old customers and projects with open balances?

When I run the report it gives me hundreds if not thousands of unbilled expenses. If I were to print the report it would be 32 pages long. Yes I could go this route but would take forever. I tried the "Hide unbilled expense" webpage but I get this error message:

 
Something’s not quite right
The account you are trying to use has been deleted.
 
What's the next idea? Thanks for your help.
ZackE
QuickBooks Team

How to eliminate old customers and projects with open balances?

Thanks for bringing this to my attention, barry21. I appreciate the details you've provided.
 

Our "The account you are trying to use has been deleted." message displays when an account you're working with has been inactivated. This can be resolved by reactivating it.
 

Here's how:

  1. In your left navigation bar, go to Accounting, then Chart of Accounts.
  2. Above the ACTION column, click your Gear (⚙️) icon.
  3. Tick your Include inactive checkbox.
  4. Locate any inactive accounts (they will say "(deleted)" next to their names) associated with the expenses you're working with and select Make active for each of them.


Now, you can return to our Hide unbilled expenses screen by accessing your Dashboard, then changing the URL in your browser's address bar from “qbo.intuit,com/app/homepage” to “qbo.intuit.com/app/managebillableexpense”. From there, you'll be able to enter a preferred date in the available field. Any unbilled expenses created before that day will be marked as closed once you press Save.


I've included a helpful resource about working with your chart of accounts list that may come in handy moving forward: Learn about the chart of accounts
 

I'll be here to help if there's any additional questions. Have a wonderful Friday!

View solution in original post

barry21
Level 3

How to eliminate old customers and projects with open balances?

It got most of it and what was left I deleted by hand. Thanks for your help.

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