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jr117
November 24, 2024
Question

How can you make customers inactive that have projects?

  • November 24, 2024
  • 1 reply
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    1 reply

    A
    Archie_B
    November 24, 2024

    Hi there, jr117. 

     

    You can make a customer inactive, removing them from your lists and menus. However, if a project is linked to the customer's profile, it can't be made inactive. To make the customer inactive, first, we'll need to delete any projects associated with the customer.

     

    Once that's done, here's how to make a customer inactive:
     

    1. Go to Sales and select Customers
    2. Select the customer's name to open their profile.
    3. Click the dropdown ▼ next to Edit.
    4. Hit Make inactive, then Yes, make inactive to confirm.

     

    Keep in mind that if you see a transaction for an inactive customer, it will appear as 'Name (deleted)'. I've added this article in case you need more information about managing customers and want to make a customer active again: Add and manage customers in QuickBooks Online.

     

    Additionally, you can use this link as a guide in the future when handling customer outstanding balances: Manage outstanding balances for customers and suppliers in QuickBooks Online.

     

    Don't hesitate to ask any follow-up questions or ask for further assistance regarding your customers. I'll be here to lend a helping hand. Have a good one!

    J
    jr117Author
    November 24, 2024

    Hi,

     

    Thanks for the information,  why do projects have to be deleted before you can make a customer inactive?   I also am getting an error "One of these customers has projects, unbilled charges, or recurring transactions. We can't make them inactive."  How do I see unbilled charges because when I make an invoice nothing is populating as unbilled and I don't even know how to make a recurring charge 

    I
    IrizA
    November 24, 2024

    Managing your transactions and deleting any associated projects is essential before you can inactivate a customer, jr117. Let's discuss this further.

     

    Before inactivating a customer, ensure there are no unbilled charges, projects, recurring, or open transactions. It will help avoid encountering an error that prevents the inactivation. This way, we can prevent any discrepancies in your financial records.

     

    To check for any available non-posting transactions, we can run the Unbilled Charges report, which allows you to include them in your invoice entry. Kindly follow these steps: 

     

    1. In the More section, click Reports.
    2. From the search field, enter Unbilled Charges.
    3. Go to the Filter icon.
    4. Click the first dropdown then choose the Customer option.
    5. In the second dropdown, click Equals.
    6. Search the customer's name in the third dropdown and put a checkmark to include this in your report.
    7. Click the X icon to view your report.

     

    You can also view the screenshots below for more visualization. Please know the this is for sample purposes only: 

     

     

     

    After locating the Unbilled Charges, you can create an Invoice and add them. If nothing populates when you're making an invoice, please ensure that you're selecting the right customer. Once it's verified yet the data doesn't show, it's best to use your private browser or another browser available on your device.

     

    Additionally, we can see if your customer has open recurring transaction visiting their profile and navigate to the Recurring Transactions tab. After following the steps above, you can now make your customer inactive. 

     

    You can also learn more about recurring transactions by visiting article: Create recurring transactions in QuickBooks Online. 

     

    To complete or close the transaction, you can record an invoice payment, so it will be recorded in your books. 

     

    The Community is always open to cater your needs if you have any, jr117. Please feel free to drop them by in the comment section. 

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