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Nivek Lawrence
Level 1

Quickbooks desktop Trial balance only show root account

My Trial balance is currently showing accounts as follows:

 

10200 · A/R PATIENTS:10200.1 · adjustment

10200 · A/R PATIENTS:10200.2 · Co Pay Insurance Charges (HMO)

10226 · Loan Receivable

 

Where 10200 is the parent account and 10200.2 is the sub account.

How do I make it print the trial balance sorted by the final lowest account?

    10200.1 · adjustment
    10200.2 · Co Pay Insurance Charges (HMO)

    10226 · Loan Receivable

 

I want to be able to import into a large excel schedule using vlookup, but, autofilter doesn't work when there are multiple accounts that appear to have the same account number.

 

 

Solved
Best answer October 25, 2021

Best Answers
BigRedConsulting
Community Champion

Quickbooks desktop Trial balance only show root account

Yes, there's a a global preference for this, which you can enable when creating the report and then disable (if desired) the rest of the time.

 

To create a Trial Balance report showing only the sub-accounts, go to Edit | Preferences | Accounting | | Company Preferences and then in the Accounts box, enable "Show lowest subaccount only".

 

When selected, the report will display only the sub-accounts.

 

The preference also impacts how accounts display in registers and on transaction forms like checks (and mostly wherever accounts appear), making it easier to see the sub-account in use.

View solution in original post

13 Comments 13
AileneA
Moderator

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

 

 

excel.JPG

 

You can also check these articles for more details: 

 

  

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!

BigRedConsulting
Community Champion

Quickbooks desktop Trial balance only show root account

Yes, there's a a global preference for this, which you can enable when creating the report and then disable (if desired) the rest of the time.

 

To create a Trial Balance report showing only the sub-accounts, go to Edit | Preferences | Accounting | | Company Preferences and then in the Accounts box, enable "Show lowest subaccount only".

 

When selected, the report will display only the sub-accounts.

 

The preference also impacts how accounts display in registers and on transaction forms like checks (and mostly wherever accounts appear), making it easier to see the sub-account in use.

BigRedConsulting
Community Champion

Quickbooks desktop Trial balance only show root account

@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...

ElizabethH1
Level 1

Quickbooks desktop Trial balance only show root account

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?

 

RCV
QuickBooks Team
QuickBooks Team

Quickbooks desktop Trial balance only show root account

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. 

dinahl
Level 1

Quickbooks desktop Trial balance only show root account

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?

dinahl
Level 1

Quickbooks desktop Trial balance only show root account

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?

GenmarieM
QuickBooks Team

Quickbooks desktop Trial balance only show root account

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!

dinahl
Level 1

Quickbooks desktop Trial balance only show root account

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

Jovelyn_M
QuickBooks Team

Quickbooks desktop Trial balance only show root account

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.

BigRedConsulting
Community Champion

Quickbooks desktop Trial balance only show root account

@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.

BigRedConsulting
Community Champion

Quickbooks desktop Trial balance only show root account

@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.

BigRedConsulting
Community Champion

Quickbooks desktop Trial balance only show root account

@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?

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