Budget Overview Report - Inactive Account showing

Let me get you back on track, @New Life E Free.

An inactive account will show on the Budget Overview report if it contains transactions for that period. To verify this, you can review your Chart of Accounts. I'll guide you on how.

1. Go to the Lists menu and then select Chart of Accounts.

2. Put a check in the Include inactive box.

3. Double-click the inactive account to open.

Once you've seen the transactions, you can either delete them or change the account it is associated with. Then, recreate the report and check if you can still see the inactive accounts.

If the inactive account has a zero balance, you can customize the report to exclude the zero balance accounts. 

Here's how:

1. On the report's page, click Customize Report at the upper right of the page.

2. Select the Fonts & Numbers tab.

3. Put a checkmark in the Except Zero Amounts box. 

4. Click OK. 

Also, I've got some helpful articles for you to check out about Chart of Accounts and customizing a report:

• Understand the QuickBooks Chart of Accounts

• Customize reports in QuickBooks Desktop

You can count on me if you need more help with managing your reports in QuickBooks. Have a good one.

Hi, @New Life E Free.

Hope you're doing great. I wanted to see how everything is going about the inactive account show up in the Budget Overview report you had yesterday. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I'd be happy to help you at any time.

Looking forward to your reply. Have a pleasant day ahead!

Thank you for all your help, All has been resolved. 

Thank you for all your help, I believe all has been resolve. : ) 

I am also having this issue.  I have an old inactive expense account that has a zero balance and it is showing that I have a 2022 budgeted amount for this inactive account.  I have tried what was recommended above and have had no luck.  It has thrown off our annual budget reports.  

Hi there, HaysAE!

I understand the importance of having an accurate budget, and I'll help you correct yours.

QuickBooks will retain the budget for an account even if you inactivate it. Therefore, you need to make the account active, so you can remove its budget. Then, you can inactivate it back.

Make the account active:

1. Go to the Lists menu and select Chart of Accounts.
2. At the bottom, put a check in the Include inactive checkbox.
3. Find the inactivated expense and click the X mark to remove it. This means you're making it active again.

Edit the budget:

1. Go to the Company menu.
2. Choose Planning & Budgeting and then Set Up Budgets.
3. Select the budget in concern from the Budget droplist.
4. Remove the amount for the account in concern.
5. Click Save and then OK.

After the steps above, you can inactive the account again and then run your Budget Overview report.

If you want to see more references for QB Desktop, just visit the main support page, scroll down a bit, and click More topics.

Please don't hesitate to reach back out if you need further assistance. Take care!

Thank you!  That fixed my problem completly.  I appreciate the quick response! 

Hi there, @HaysAE.

I'm glad to hear that my colleague was able to fix your problem. Please know that we're always here to help should you have other concerns. 

Looking forward to being able to help you in the future, @HaysAE.

I followed the steps.  Activated the Account, went back into Budget Setup.  See the account, but there are no amounts in any column for that account.  Tabbed through and hit delete in each spot to make sure there weren't any "blank spaces", re-inactivated the account and refresh Budget Overview, but it still shows there.

I have the same issue after following the steps to make inactive accounts active, going back into the budget to remove amounts but all amounts are blank. I saved, clicked okay, made accounts inactive again and they are still showing on my budget reports. Please let us know how to fix this.  Thanks.

Welcome to the Community, poolbrothers.

I appreciate you following some steps to make accounts inactive in QuickBooks Online (QBO). I'd like to share an idea on how to stop inactive accounts from showing up in reports. 

In QuickBooks Online, there are two ways to stop these deleted accounts from showing on reports. 

• Temporarily remove deleted accounts from reports
• Completely remove the deleted account from reports

If you want to temporarily remove deleted accounts from reports. Let me guide you how:

1. Open the financial reports that you're working on, then click Customize at the top left. 
2. Scroll down and look for Rows/Columns. 
3. Set Show non-zero or active only rows to non-zero.
4. Then, click Run Report. 

Note: This feature isn't available in QuickBooks Online Simple Start.

You can check out this article with the process on how to completely remove deleted accounts from reports: Completely remove a deleted account from the reports. 

Here's an article you can read more about managing default and special accounts in your chart of accounts and how to get the most out of your financial reports.

• Manage default and special accounts in your chart of accounts
• Intuit Customize reports in QuickBooks Online

Please know that you're always welcome to post if you have any other concerns about your reports. The Community Team will always be here to help. Take care always

Thank you- this fixed my problem with an inactive account showing up in the next year's budget.

You're always welcome, @hkjg1.

I'm glad to know that my colleagues suggestions above helped you. It's our pleasure to assist you with stopping inactive accounts from appearing to your report.

If you have any other concerns about the inactive accounts, don't hesitate to comment below. We'll be here to help you.

I have followed the steps outlined above, but my memorized P&L still shows inactive accounts, with zero amounts, and under "Fonts and Numbers" in customize reports. I use QB Premier Nonprofit Edition desktop.

Help!

Hello there, @Susan123. 

I appreciate you for trying the suggested steps provided by my colleagues. Since your P&L report still shows inactive accounts after your troubleshooting efforts, let me give you another workaround to fix this.  

To begin, delete your previously memorized P&L report and recreate it in QuickBooks Desktop. Here's how it's done:

1. Go to the Reports menu, then select Memorized Reports. Click the Memorized Report list.
2. Select the report you want to delete.
3. Right-click the report and choose Delete Memorized Report (or press Ctrl + D on your keyboard).
4. When prompted to decide whether to delete the memorized report, click OK.

Recreate and run your P&L report once you've finished. Let's see if it still includes inactive accounts with zero amounts. If so, let's proceed on to verifying and rebuilding your data in QuickBooks Desktop. This way, we can identify and resolve the most commonly known data issues within a company file.

If you want to send your memorized reports via email on a recurring schedule, save this article for future reference: Set schedule and email information for a memorized report.

Feel free to reach out to us again if you need further assistance with your financial reports in QuickBooks Desktop. We're always available to assist you. Have a great day, Susan.

Hello,

I have created a budget with the year being 04/01/23 - 033124. I run a Profit and Loss Budget Overview for this period and I have two subaccount COA's that are showing up in the report, but the activity is PRIOR to 04/21/23. These two COA's are not in the budget I have created. I have disabled these two COA's, I even moved one of the transactions to a different COA but it still appears in the budget with the same amount as if the transaction was still in the same disabled COA. Please help if you can.

Thank you,

Steven

Hello,

I created a budget with dates 04/01/23 - 03/31/24. I run a Profit and Loss Budget Overview for this period and two subaccounts appear in the report that contain transactions/activity that is prior to the budget start date of 04/01/23. These two subaccounts are inactive... I even moved a transaction out of one of the two subaccounts and it stills appears on the report. Please help.

Thank you,

Steven 

Hi,

The activity on the two subaccounts is PRIOR to 04/01/23... Sorry...

Steven

Hi there, Steven. 

Thanks for joining the thread and providing detailed information about your concern. I'm here to help you fix your issues on your Profit and Loss Budget Overview report in QuickBooks Desktop (QBDT).

To begin, upgrade QBDT to the most recent release to ensure you always have the most recent features and updates.

To do that, here's how:

1. Close your QBDT.
2. Right-click on the QuickBooks icon and select Run as administrator.
3. Once opened, go to Help and select Update QuickBooks Desktop.
4. Click Update Now and then Get Updates.
5. Once finished, close and reopen QBDT.
6. Select Yes to confirm the installation and follow the on-screen instructions.

You can visit this article for the full details: Update QuickBooks Desktop to the latest release.

Once done, let's use the Re-Sort Lists process. It'll help work out odd behaviour that occurred in the lists. For detailed steps, check this article: Re-sort lists in QuickBooks Desktop.

However, if the issue persists, run the Verify Data and Rebuild tool. These features in QuickBooks will help self-identify data issues within a company file and self-resolve them using Rebuild Data.

Keep me posted should you need further assistance. I'm determined to help you succeed. Have a great day.

Did you create your budget from scratch, or elect to populate your budget from historical data? There is a Bug that will bring in inactive accounts into your budget reports if you created your budget using previous data. I recovered everything from backup...started new...and entered budget data from scratch. Ran the report and it was clean, with no inactive accounts. .  

I have the same issue and it was not resolved. Zero accounts are still showing up on the budget even though there are no transactions in the period.

Thank you for following up on this thread, ANO1.

Maintaining well-organized accounts is crucial for maintaining accurate financial records and facilitating seamless tracking of transactions. We'll have to deactivate the accounts that have zero balances and make the necessary modifications to the budget report to address this matter. Let's work together to accomplish these tasks.

To inactivate the accounts:

1. In your company, head to the Lists menu and select Chart of Accounts.
2. Right-click on the account you're working on and choose Edit Account.
3. Tick the Account is inactive box.
4. Click the Save & Close button for changes to take effect.
5. Perform the same steps for the remaining categories you wish to inactivate.
   
   

To modify the budget:

1. Go to the Company menu at the top bar to choose Planning & Budgeting and Set Up Budgets.
2. On the Budget page, click the drop-down arrow and select which budget you wish to edit.
3. Remove the amounts for the accounts you're working on
4. Press the Save and OK button.
   
   

Explore this article to gain insights into the process: Add, edit, or delete accounts in QuickBooks Desktop. It includes instructions to set up account numbers for each category and add sub-accounts. 

After performing these steps, inactive the accounts again and run your Budget Overview report. To maintain the same settings on the report, refer to this article for further guidance: Create, access, and modify memorized reports.

We have a collection of articles that can assist users in consolidating data from multiple worksheets, along with tips on customizing financial reports to suit individual preferences and requirements. Feel free to review each link for detailed instructions:

• Combine reports from multiple company files
• Multiple company file reporting 
• Set report preferences

I'm only a few clicks away if you have additional questions about keeping your budget reports organized or if you need further assistance navigating through QuickBooks. I'll be more than happy to assist you further. Take care always. ANO1.