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Level 8

Trial Balance Account Number Order

This is my first question on this site, despite having answered hundreds of questions for many years.


I added account numbers to QBDT but when I print Trial Balance they don't print in numerical order.    Have done this for many clients for years and never had this problem, so something has changed.


Yes, the account types are correct and even the tax lines are correct and the order is not unusual, it is:


1xxx Assets

2xxx Liabilities

3xxx Equity

4xxx Revenue

5xxx Direct cost

6xxx Fringe cost

7xxx Facility cost 

8xxx OH expense

9xxx G&A expense


Seems unbelievable to me that I cannot run a Trial Balance in account number order.


What am I missing here?

QuickBooks Team

Trial Balance Account Number Order

Hello there, @Teri.


The order of the account numbers in the Trial Balance report is based on the Chart of Accounts. Though, you'll be able to organize the order of the accounts by rearranging them.


Here's how:

  1. From the Lists menu, select Chart of Accounts.
  2. On the Account drop-down list, select Re-sort List.
  3. Click OK when you receive a prompt message.


Note: The account numbers will return to the default order after.


You also can manually move accounts to sort your list. I'll guide you how:

  1. Go the List menu, then select Chart of Accounts.
  2. Click and hold the diamond icon next to the account name.
  3. Then move the account to the desired location


However, if the order is correct and also in the report, but still unorganized when printed, check out this article to fix the issue: Troubleshoot PDF and Print problems with QuickBooks Desktop.


Also, you may want to consider customizing your reports to personalize the appearance.


Feel free to reach us if you have additional QuickBooks questions. I'm always here to help.

Level 8

Trial Balance Account Number Order

That is what I want, TB to match COA, but it does not.

QuickBooks Team

Trial Balance Account Number Order

Hello, @Teri


Since you've tried the steps provided by my colleagues above and still doesn't work. To isolate this case, we can perform other basic troubleshooting steps to fix the issue.   


There are some reasons why this occurs, which may cause damage data, and we can fix this by performing the Verify data and Rebuild utility tools in QuickBooks Desktop. This way, it'll return to its default order and automatically fixes minor company record data issues. Though, you need to back up your data first before performing these steps below to save your company data if file corruption happens.   


Let me show you how:    


Verify Data: 


  1. Press the File menu. 
  2. Choose Utilities from the drop-down option.  
  3. Select Verify Data
  4. Tap Ok to continue.  


verify data..PNG


Rebuild Data:


  1. Click the File tab at the top. 
  2. Select Utilities from the drop-down option. 
  3. Choose Rebuild Data
  4. Click Ok on Rebuild has completed.    




When the verify/rebuilding data finished, we can close and reopen your file to revamp it. Or restart your computer to refresh your QuickBooks data.  


However, if the issue persists after doing the steps above, I suggest contacting our QuickBooks Desktop Support Team. They can further investigate why you're getting this error. 


Before doing so, please check out our support hours to ensure that we address your concerns on time. Here's how to connect with our Customer teams: 


  1. Sign in to your company account, then click Help.
  2. Choose QuickBooks Desktop Help.
  3. Hit Contact Us
  4. Enter the question in the description field, then click Search
  5. Select either Message Us or Call Us.      

Just a heads up, we have limited staffing and have reduced our support hours to 6 AM-6 PM PT Monday-Friday due to COVID-19. We will resume normal hours as soon as possible.


Feel free to visit this article about fixing data damage: Fix data damage on your QuickBooks Desktop company file


Let me know how everything goes by leaving a comment below or if there's anything else I can help you. I'm always around to help you out. Take care!

Level 8

Trial Balance Account Number Order

Thanks for the reply.  I will try this and let you know if it works.

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