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TSG95365
August 11, 2022
Question

QBO - making accounts inactive.

  • August 11, 2022
  • 1 reply
  • 0 views

QBO - making accounts inactive. I have had success with many accounts, but some do not allow it.

For instance, some have the message cannot deactivate because there are unbilled charges in this account. but the account balance is zero and I don't want to invoice a customer for anything. How do I resolve?

1 reply

L
LeizylM
August 11, 2022

Good day, TSG95365.

 

Let me help you by making sure you'll be able to make an account inactive from your chart of accounts.

 

It sounds like the Unbilled Charges are attached to a Bill. If that’s the case, we can run the Unbilled Charges report to locate the associated bills. 

 

 Here's how:

 

  1. On the left panel, click Reports.
  2. Type Unbilled Charges in the search box.
  3. Select the Billable Expense Charge to open.
  4. Click the Bill link above the Date.
  5.  Then, click More and select Delete.

 

Afterward, you can then delete or make the accounts inactive. 

 

  1. Go to Settings ⚙ and select Chart of accounts.
  2. Locate the account you want to inactivate.
  3. Under the ACTION column, click the drop-down menu and select Make inactive.

 

For future reference, you may also check this article on how to delete an account and restore it.

 

If you're looking for a way to save some reports in QBO, you can check the information in this article: Memorize reports in QuickBooks Online

 

Keep me posted if there's anything that you need with your account or if you have follow-up questions with your chart of accounts. I'm always here ready to help. 

T
TSG95365Author
August 11, 2022

Probably we are doing this wrong, but here goes:

 

I run this unbilled report and there is a ton of open activity, both the current year and going back over a decade. Mostly there are off-setting entries that net out to zero, although there are some older entries with a balance.

 

These entries originate as we are generating a bill to move value from inventory to cost of goods sold as we ship product.  We do this because we have two related companies; first company produces the product, the second company actually bills the end user. So we invoice actual amount in the second company, but need to post a movement in the first one, and this is how is was done starting years ago before I was hired.

 

Not sure how to clean it up, as deleting the activity would cancel out the movement between inventory and CGS, which would alter the financial reports, both current year and all prior.

A
AbegailS_
August 12, 2022

 

I know how important it is for you to make your account inactive, @TSG95365

 

Let me help and provide additional information about the issue.

 

Making your account inactive isn't possible if there are still unbilled charges and added transactions. With that said, I suggest consulting your accountant to help you clean up the transactions and keep your book accurate.

 

To learn more about making an account inactive, you can check out this article: Make an account inactive on your chart of accounts in QuickBooks Online.

 

Also, to get familiar with the chart of accounts and how you can find transactions in your account registers so you can review or edit them, I'd recommend checking out these articles: 

 

 

Please let me know if you have any concerns or questions. I will be here to help you at any time. Keep me updated and take care.

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