Restricted digits for chart of accounts numbers

The number of characters in a field is hard wired, all you can do is restructure your numbering system to not exceed 7 digits

Update everyone - the Chart of Accounts number field length is now 20 in the US.  Big change that QBO should announce.  Just like being able to import bills....that feature is now available.

Using QBO Advanced.

IMHO, 4 digits is all you should need for account numbers since that gives you 9999 accounts, unless you are trying to use account for some other purpose like locations or something usually with a better system feature to handle that "other purpose."

Any update for Quickbooks Desktop? My checking account numbers are 10 digits long. The 7 character limit is making importing my payroll iif files a nightmare. Thanks! ~Annie

It isn't the kind of experience that we want you to have, Annie.

In QuickBooks Desktop, you can enter more than ten digits of your account number. However, if you're trying to record a Routing Number, the limit would be nine digits. Though, I have a workaround that you may want to consider.

We can enter your bank account number after you've imported the IIF file. This way, we can make sure that your ten digits account number will be entered. Here's how:

1. From the Lists menu, select Chart of Accounts.
2. Right-click the imported checking account and then select Edit Account.
3. Enter your bank account information.
4. Select Save & Close.

Once done, you can now categorize the transactions. You can bookmark this link for more information: Add and match Bank Feed transactions in QuickBooks Desktop.

Let me know if there's anything that I can help. Take care!

Hello Adrian_A-

Thank you for the quick reply. 

I have done as you suggested however when I right click and go to Edit Acct: in the top right corner for account number it will only allow 7 digits. (My account info in the body of the Edit Acct info is correct, and has all the correct digits.) I have no problem with my bank feeds. My problem is Importing iif files from Gusto. I have previously mapped and exported my chart of accounts. I thought maybe there was an error there so tried to re export but QBD won't let me.

More help, if you can!

~Annie

Sounds like there is some confusion here between COA (Chart of Accounts) used in General Ledger and ABA (Bank Accounts with Routing Numbers) where the latter would not be needed for Gusto payroll entries.

Hello @madmax8888,

I appreciate you for providing additional information about what you're referring to in the chart of accounts. Allow me to chime in and share some clarification about entering account numbers in QuickBooks.

Currently, an option or ability to increase the limit of the account numbers is unavailable. For now, I recommend changing the figures to 7 digits only.

I appreciate your input about being able to import exact information from Gusto. We always update the features in QuickBooks Desktop, and this preference might be available in the future.

As we assess this, I suggest checking out the New Features section to stay updated with all the changes that are being made (see screenshot below).

Also, I've attached an article you can use to learn more about the IIF import and export limitations: Export, import, and edit IIF files.

Drop me a comment below if you have any other questions with using QuickBooks. I'll be more than happy to help. Wishing you a good one.

This must be on an update because I am using version 21 and it is limited to 7.  It might be possible on online version and version 22 but version 21 and previous appear to have a limit of at least 7.

This is not correct for Chart of Account numbers they are limited to 7 digits included "." and blank spaces.  In most accounting systems at the ERP level, you can have account numbers such as:

5000.1000.250.1000 and more if necessary where:

5000 is COGS for example

1000 is  Profit Center

  250 is Department Code

and 1000 is Division or Company Code

5000 is a subtotal of all COGS

5100 is a subtotal within COGS

5150 is the actual account, etc.

We are using QBO Advanced and can have a 15 digit account number.

ERP systems usually have functionality for those additional codes attached to accounts.

The State of Michigan requires governmental units to use a Uniform Chart of Accounts with 9-digit number in the chart of accounts - minimum. You can subdivide the 9 digit numbers further if necessary.

https://www.michigan.gov/documents/uniformchart_24524_7.PDF

Are you saying the state of Michigan is doing their Government fund accounting using QuickBooks? 

No. We're a class 4 library (single location but and have been using QB for at least 17 years. At FYE 2022, the State of Michigan, Dept of Treasury is requiring all governmental units to use their uniform chart of accounts. 

https://www.michigan.gov/documents/uniformchart_24524_7.PDF.

There is a long discussion of this change here:

https://www.youtube.com/watch?v=LGJAYL3xdyk  

The standard format will be a 9-digit account code: 

FUND - ACTIVITY . ACCOUNT  - - and you can point off this format as needed

F F F - A A A . # # # 

We must make the change by 10/01/2022. I'm struggling with converting reports to the new numbers and trying to keep the ability to look at historical data.

Sorry I wasn't clear. State of Michigan requires a 9-digit account code for governmental entities. We're a small library using quick books and the 7 digit limitation is a pain. QB keeps saying to "upgrade" to QBO but our accountant consulting firm says do not use QBO. QBO creates many more problems than just the account code.

Also sorry I didn't reply sooner. I must have missed your question.

How do you add more than 7 digits?

How about in QBD? I can still only add 7 digits...

Not really. Our chart of accounts is coded as follows xx-xxx-xx where the 1st 2 digits are the fund number, the next 3 are the object code (salaries, leave, fringe, ind. cost, supplies, etc) and the last 2 are the project.

Eg: 6250098  is for Fund 62, 500 Salary, Project 98.

QBD is locked - you can't extend the number of digits. QB wants you to change to QBO which can do longer account codes. Our accounting consultant says do not go to QBO (for our needs) she insists QBO creates a lot more issues even though it is more flexible for account numbers. YMMV

I'm a QBD user with only 4 years on this program so there is still lots I don't know.

Thanks for joining the thread, @lbraslavsky. 

As mentioned by my colleague in the thread, the option to increase the limit of account numbers in your Chart of Accounts is currently unavailable. Since this option has not yet been added, I would recommend sending feedback directly to our Product Development team. This will help us improve your experience and the program's features.

To send feedback, follow the steps below:

1. Go to the Help menu and then select Send Feedback Online.
2. Choose Product Suggestion.
3. Add the type of feedback.
4. Type in your feature suggestion.
5. Once done, click Send Feedback.

To learn more about how the Chart of Accounts works in QBDT, see these links: 

• Understand the chart of accounts in QuickBooks
• Add, edit, or delete accounts in QuickBooks Desktop

Please let me know if you have any other questions about your COA or concerns with QuickBooks. I'm here to help. Take good care.

Seems your accounting has been needlessly tangled up for contract or grant. Have you been audited yet? 

These are three different components:

Fund

Object

Project

Mixing all into an account number does not do any proper calculations needed for billing or reporting.

Account

- Salaries

- Leave

- Fringe

- Indirect Cost

- Supplies

These are completely different elements of accounting for project or grant and computed differently.  

I strongly suggest hire an experienced person to assist you with getting setup properly to avoid audit issues.

I have done this work for 3 decades and there are plenty of experienced people who can assist you on this.

Oh my. COA (Chart of Accounts) in GL (General Ledger) is not where you put bank account numbers.

Thank you for your prompt response, Teri. Leo here, I have been using QBD for over 14 years and have always complained about the character limit for account numbers in the COA.

Yes, we handle fund accounting for a government agency in the State of Florida and have adapted our COA to QuickBooks from a prior governmental accounting software. I know Intuit is slowly phasing out the desktop version and want for companies to move on to QBO, but just like someone stated above, QBO brings on a whole other level of issues.

Having this said, there is a whole community out here that would appreciate the increase in the character count, not even mentioning the need for QBD to be upkept.

Thank you!

Leo