Is there anyway to prevent completed projects to appear in expenses?

Welcome to the Community, @MohamedAbujreda.

In QuickBooks Online (QBO), you'll see all the expense transactions on the Expenses page. This will also display those expense transactions associated with a project.

If you need a list of expense transactions not assigned to a project, you can run a report instead. To do so, please refer to these steps:

1. Navigate to the Reports menu and from the search box, enter Transaction Detail by Account.
2. Click the report to open and then, select Customise.
3. Set the date of the report on the Report period field.
4. From the Rows/Columns section, pick Vendors under the Group by drop-down.
5. Then, check the Customer box to add a column for the customer's name. 
6. Next, go to the Filter section, check the Distribution Account box and select All Expense Accounts. 
7. Once done, click Run report. 

When finished, you'll see those expenses made for specific vendors. Also, when you look at the Customer column, you'll see a blank entry indicating that expense transactions are not associated with your projects.

For an additional guide in managing your projects in QBO, please visit this article: Set up and create projects in QuickBooks Online.

Also, QuickBooks Online makes it easy to save your report modification so you can use it in the future. To do so, simply click the Save customisation button in the reports window

Feel free to post here again if you have any other questions about managing your expense transactions in QBO. I'll be right here to lend a helping hand. Take care always. 

dear DivinaMercy_N,

First I would like to thank you for your instant repose!

What I mean is that we have expense employee that responsible for inserting the expenses that related to a certain project, however when you drop down the drop list of projects all status projects are listed even with the complete status, this caused a confusion to the employee especially if the same customer has many projects.

regards,

M.Abujreda

It looks like it's set up to see all projects, M.Abujreda. Let me help you view open projects only.

When you select All statuses, you can see all projects (In progress, Completed, and Cancelled). You may want to change it to In progress so you can see the open ones only.

You can follow these steps:

1. Go to Projects.
2. Click the All statuses drop-down arrow, then select In progress.

I'll include this article to help you manage your projects: Set up and create projects in QuickBooks Online.

If there's anything else that you need, don't hesitate to reach out to us again. We'll reply as soon as we can. Take care!

when standard user that limited to the suppliers/vendors only, specify a expense to a certain project should not see the Completed projects, do you agree with me?

Hi there, MohamedAbujreda.

Welcome back to the thread to add more clarifications about managing the project in QuickBooks Online. I'll ensure to share some details about user access and how it works.

When you add a standard user to access customer and vendor activities or view projects, the system enables them to access all related information. This includes transactions and reports. Then, once the standard user is set to limit to suppliers/vendors only, an expense to a certain project shouldn't see the completed status. For additional information, you can click this article: User types and user permissions in QuickBooks Online.

Please refer to this article to view different information about adding, deleting, and changing user access: Add and manage users in QuickBooks Online.

I'm also adding this article to see various details on how Projects works in QuickBooks Online and the benefits of using this feature: Projects FAQ.

Please know that you're always welcome to post if you have any other concerns about managing users of the project. Wishing you and your business continued success.