Quickbooks desktop Trial balance only show root account

Hello, Nivek Lawrence. 

Thank you all for taking the time to post in the Community. You'll want to export the Trial balance into an Excel file. From there, you can customize the data to show the specific details you wanted. Then, import your Trial Balance using vlookup. 

You can also check these articles for more details: 

• Export reports as Excel workbooks in QuickBooks Desktop
• Customize reports in QuickBooks Desktop 

I'm always available if you have more questions about QuickBooks Desktop. Just leave a reply and I'll get back to you as soon as possible. Have a great day and stay safe!

@AileneA 

RE: You'll want to export the Trial balance into an Excel file. From there, you can customize the data to show the specific details you wanted.

Actually, the OP doesn't want to do that. Which seems pretty clear.

Instead of messing with the report in Excel, you could advise the OP to create a report with the accounts listed as requested. QuickBooks has included the ability to do this for over 20 years, since it's what many users want.

After all, the OP isn't using QuickBooks Online...

I keep getting this error message even though all of my accounts have an account number. 

"Your accounts list contains accounts without account umbers.  You cannot use the Show lowest subaccount only preference with blank account numbers."

What should I be looking for?

Let's perform some troubleshooting steps to get past the error message, ElizabethH1.

If you have subaccounts, we'll need to select the Show lowest subaccount only checkbox. This shortens the subaccount details when you use it in your transactions. Let me guide you on how:

1. Go to the Edit menu, then select Preferences.
2. Tap Accounting.
3. Choose the Company Preferences tab.
4. Select the Use account numbers checkbox.
5. Hit the Show lowest subaccount only checkbox if you have subaccounts. This shortens the subaccount details when you use it in your transactions. For example, the expense account 5400 Rent: 5410 Office: 5411 Main shows as 5411 Main when you use it in a check.
6. Press OK.

If the same thing happens, we can install QuickBooks Tool Hub and then run the Quick Fix my Program utility. This tool helps resolve major issues and errors that a user might face while working in QuickBooks Desktop. We recommend running it on Windows 10, 64-bit for the best experience. Here's how to install the software:

1. Close QuickBooks.
2. Download the most recent version (1.4.0.0) of the QuickBooks Tool Hub.
3. Open the file you downloaded (QuickBooksToolHub.exe).
4. Follow the on-screen steps to install, then agree to the terms and conditions.
5. When the installation is finished, double-click the icon on your Windows desktop to open the tool hub.

Once done, it's time to run the Quick Fix my Program utility:

1. From the tool hub, select the Program Problems tab.
2. Select Quick Fix my Program.
3. Click OK and then open QuickBooks again.

To learn more about this process, check out this article: Repair your QuickBooks Desktop for Windows. I'm also adding this article to learn how to obtain the different tools that will help you fix common issues and errors: Fix common problems and errors with the QuickBooks Desktop Tool Hub.

Visit our QuickBooks Help Articles page for more insight s about managing your business in your software.

Feel free to update us after performing the solutions, as I want to ensure this is resolved for you. Please reply to this post and I'll get back to you. You have a good one. 

There doesn't appear to be anything wrong with my QB file.  I'm getting this error:

"Your accounts list contains accounts without account umbers.  You cannot use the Show lowest subaccount only preference with blank account numbers."

I've made sure all active accounts have an account number.  Do INACTIVE accounts all need account numbers too?

There doesn't appear to be anything wrong with my Quickbooks file or program.  I've gotten this message:

"Your accounts list contains accounts without account umbers. You cannot use the Show lowest subaccount only preference with blank account numbers."

All of my active accounts have an account number.  Do all the inactive accounts need one too?

Let me walk you through the steps to get rid of the error you're experiencing when changing your accounting preferences in QuickBooks Desktop, dinahl.

To resolve the error message when using the Show lowest subaccount only option in your accounting preferences, make sure that all your accounts, including inactive ones, have an assigned account number. This will help create a smoother and more efficient accounting process.

If you want all your inactive accounts to appear on your Chart of Accounts, here's how:

1. Go to Lists and click Chart of Accounts.
2. Hit the dropdown arrow beside the Account button.
3. Click Show Inactive Accounts.
   

From there, begin reviewing all your accounts, including inactive ones, to ensure each has an account number. Here's how to add an account number:

1. Select the specific account.
2. Then, right-click to display the options.
   
3. Hit the Edit Account and enter an account number.
4. Once done, click Save & Close.
   

You can also refer to this article for detailed steps and information about the chart of account management: Add, edit, or delete accounts in QuickBooks Desktop.

Additionally, you can also run and customize reports in QuickBooks Desktop to help you better analyze and understand your financial data by allowing you to focus on specific information that is relevant to your business needs.

I'll keep this thread open if you have other concerns or questions about managing your chart of accounts. The Community has your back always!

All of my inactive accounts are numbered.  I'm still getting the same error message.

Thank you for providing an update about the error message you keep receiving when changing your accounting preferences in QuickBooks Desktop, dinahl. Allow me to provide additional information.

The error message "Your accounts list contains accounts without account numbers" occurs when an account lacks a number. Since you confirmed all your accounts have numbers, I suggest perform some troubleshooting.

Here’s how to run the Verify and Rebuild tool in QBDT:

1. Navigate to the File menu, and click on Utilities.
2. Select Verify Data. Allow the tool to check for any issues with your data.
3. If the Verify Data tool finds issues, run the Rebuild Data tool.
4. Go back to the File menu, and click on Utilities.
5. Click Rebuild Data.
6. Follow the prompts to create a data backup and allow the tool to fix any detected issues.

You can also download QuickBooks Tool Hub to fix common errors in your QuickBooks Desktop for a seamless account experience.

However, if the issue continues and you are still receiving the same error message, please reach out to our live support team. They have the tools to assist you promptly and can use screen-sharing to guide you through resolving the error.

Furthermore, allow me to add this resource for future reference to help you memorize your reports: Create, access, and modify memorized reports.

We are ready to assist you in evaluating your options for changing your accounting preferences in QuickBooks. If you need more details or support, please don't hesitate to reach out through this communication channel. We look forward to helping you enhance your QuickBooks experience.

@dinahl  RE: All of my active accounts have an account number. Do all the inactive accounts need one too?

Yes, all of your accounts need account numbers. Inactive accounts are part of all accounts. They're just hidden from pick lists and in other places - in most cases.

@dinahl 

RE: All of my inactive accounts are numbered. I'm still getting the same error message.

Well, somehow it doesn't appear that's the case.

Maybe you can find the problem account or accounts using an Account Listing report:

1. Start on the QB Menu at Reports | List | Account Listing

2. Modify the report and turn on the Accnt # field. Also set the Active Status filter to All or just remove it so that all of your account will appear on the report.

3. Sort the report by Account Number by picking the Accnt # column title from the sort list at the top right of the report window next to the Refresh button.

Depending on the sort order, Accounts with no number - if any - will appear at the top or the bottom of the report. If there are any, double-click the row to edit the account and add a number.

@Jovelyn_M 

RE: Thank you for providing an update about the error message you keep receiving when changing your accounting preferences in QuickBooks Desktop,...

The error message "Your accounts list contains accounts without account numbers" occurs when an account lacks a number. Since you confirmed all your accounts have numbers, I suggest do some troubleshooting. Cache-related issues can lead to system malfunctions and disrupt normal operations.

None of your answer applies to QuickBooks Desktop, which does not care about your browser's cache or private Windows. 

How is it that you do not know that?

Also, no one asked about logging into QuickBooks. I know it's a huge problem for poor, feeble QuickBooks Online, but no one using Desktop has these issues - because there it just works.  But still, why did you copy/paste this particular pat answer that has literally nothing to do with the question?