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March 20, 2024
Question

Merging GL accounts that are 1099 accounts

  • March 20, 2024
  • 1 reply
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Over time, a few GL accounts were duplicated ... meaning that more than one account was created to track the same expense ... and I would like to merge them in the same way we can merge customers or vendors. However, it appears there is some restriction because these accounts are flagged as 1099 accounts for tax reporting purposes. 

 

Looking for guidance on the process I would need to follow to enable me to merge expense GL accounts that might be flagged as 1099 accounts.

 

Additionally, ... a separate action to be taken a little later ... I will be re-organizing the COA by renumbering several of the accounts in the GL. Past actions in the GL didn't necessarily follow the standard format of numbering, so we now have some revenue accounts in the sequence of equity accounts, expense and other expense intermixed, etc. Will I encounter problems in changing the GL numbers if the account is a 1099 account?

 

As an aside, I have made a suggestion (in Feedback) to change the way that 1099 assignment is made: instead of the current process where the assignment is made from looking at a randomly sorted list, it would be much quicker and easier to make the assignment in the normal editing process, and especially if we could use the "add/edit multiple list ..." feature like with Customer and Vendor. If any of you agree with that, it might be helpful if you also express interest in that change.

 

As always, I do thank you for any assistance, suggestions, explanations where I may misunderstand something, whatever guidance you may offer. 

1 reply

March 20, 2024

Addition for late thought:   

* If the GL accounts being merged a sub-accounts of the same higher level number, does that make a difference in merging them?

* If the GL accounts are sub-accounts of different higher level numbers, could I assume all the data would then become part of the higher number of the GL account that was the one being merged into? (Probably shouldn't "assume", but ....)

 

If the process of merging is different for sub-accounts, please let me know how that would change the process..

 

And here I am assuming that QB actually allows for the merging of GL numbers. Does it? 

March 20, 2024

Hello there. Allow me to step in and assist you with your questions regarding consolidating accounts in QuickBooks Desktop (QBDT).

 

Please note that merging accounts in QBDT is not feasible if one account is for 1099 purposes while the other functions as a GL account. In this scenario, you can manually transfer the account using a journal entry and adjust any existing contractor payments accordingly.

 

To add a journal entry:

 

1. Go to the Company option and select Make General Journal Entries.

2. Fill in the necessary fields.

3. Click on Save & Close.

4. Repeat this process for each payment that needs to be moved.

 

To edit existing contractor payments:

 

1. Select Vendors, then choose Vendor Center.

2. Click on the vendor and locate the transactions you need to edit.

3. Double-click the transaction to make your edits.

4. Once done, tap on Save & Close.

5. Repeat this process for each payment that needs to be changed.

 

Any changes don't impact the operational aspects of the accounts when modifying account names and descriptions. Even if you edit the account number, its functionality remains unchanged.

 

When merging the sub-accounts of the same higher-level numbers, there will be no difference in incorporating them. But if they are sub-accounts of different higher-level numbers, the data will be grouped under the parent number of the merged accounts. Make sure your account mapping is accurate to prevent reporting errors.

 

Additionally, sub-accounts cannot be merged directly. To consolidate them, convert each sub-account into a parent account before merging. Afterward, adjust the sub-account names to match the main account.

 

You can also merge accounts with different account numbers and then manually modify the account number of what you wish to keep.

 

I also appreciate your feedback about the 1099 assignment. May I know what activity you're referring to? I'd be glad to provide details and references.

 

To address any irregularities in your chart of accounts and return it to its default order, you can re-sort the lists. Visit this reference to assist with the instructions: Re-sort lists in QuickBooks Desktop.

 

I'm looking forward to getting this sorted for you. Keep me posted if there's anything else you need to ask about handling your chart of accounts or 1099 forms. You can count on me 24/7. Stay safe.

March 20, 2024

Thank you for your response. I need to review it again in more detail, but I wanted to reply quickly to the comments / instructions on General Journal Entries. I am intimately familiar with GJE's in general and in QB, and there are far, far too many entries in either of the accounts to make it feasible to do journal entries to move the dollar amounts into a single GL account. Both accounts were used for several years, so that is not a possibility. 

 

Is it not possible to un-assign the 1099 flag from a GL account? Do bad things happen in history of the GL or the 1099 history?