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Nivek Lawrence
October 24, 2021
Solved

Quickbooks desktop Trial balance only show root account

  • October 24, 2021
  • 3 replies
  • 0 views

My Trial balance is currently showing accounts as follows:

 

10200 · A/R PATIENTS:10200.1 · adjustment

10200 · A/R PATIENTS:10200.2 · Co Pay Insurance Charges (HMO)

10226 · Loan Receivable

 

Where 10200 is the parent account and 10200.2 is the sub account.

How do I make it print the trial balance sorted by the final lowest account?

    10200.1 · adjustment
    10200.2 · Co Pay Insurance Charges (HMO)

    10226 · Loan Receivable

 

I want to be able to import into a large excel schedule using vlookup, but, autofilter doesn't work when there are multiple accounts that appear to have the same account number.

 

 

Best answer by BigRedConsulting

Yes, there's a a global preference for this, which you can enable when creating the report and then disable (if desired) the rest of the time.

 

To create a Trial Balance report showing only the sub-accounts, go to Edit | Preferences | Accounting | | Company Preferences and then in the Accounts box, enable "Show lowest subaccount only".

 

When selected, the report will display only the sub-accounts.

 

The preference also impacts how accounts display in registers and on transaction forms like checks (and mostly wherever accounts appear), making it easier to see the sub-account in use.

3 replies

A
AileneA
October 24, 2021

Hello, Nivek Lawrence. 

 

Thank you all for taking the time to post in the Community. You'll want to export the Trial balance into an Excel file. From there, you can customize the data to show the specific details you wanted. Then, import your Trial Balance using vlookup. 

 

 

 

You can also check these articles for more details: 

 

  

I'm always available if you have more questions about QuickBooks Desktop. Just leave a reply and I'll get back to you as soon as possible. Have a great day and stay safe!

BigRedConsulting
BigRedConsulting
October 25, 2021

@AileneA 

RE: You'll want to export the Trial balance into an Excel file. From there, you can customize the data to show the specific details you wanted.

 

Actually, the OP doesn't want to do that. Which seems pretty clear.

 

Instead of messing with the report in Excel, you could advise the OP to create a report with the accounts listed as requested. QuickBooks has included the ability to do this for over 20 years, since it's what many users want.

 

After all, the OP isn't using QuickBooks Online...

E
ElizabethH1
August 30, 2022

I keep getting this error message even though all of my accounts have an account number. 

"Your accounts list contains accounts without account umbers.  You cannot use the Show lowest subaccount only preference with blank account numbers."

 

What should I be looking for?

 

BigRedConsulting
BigRedConsultingAnswer
October 25, 2021

Yes, there's a a global preference for this, which you can enable when creating the report and then disable (if desired) the rest of the time.

 

To create a Trial Balance report showing only the sub-accounts, go to Edit | Preferences | Accounting | | Company Preferences and then in the Accounts box, enable "Show lowest subaccount only".

 

When selected, the report will display only the sub-accounts.

 

The preference also impacts how accounts display in registers and on transaction forms like checks (and mostly wherever accounts appear), making it easier to see the sub-account in use.

R
RCV
August 30, 2022

Let's perform some troubleshooting steps to get past the error message, ElizabethH1.

 

If you have subaccounts, we'll need to select the Show lowest subaccount only checkbox. This shortens the subaccount details when you use it in your transactions. Let me guide you on how:

 

  1. Go to the Edit menu, then select Preferences.
  2. Tap Accounting.
  3. Choose the Company Preferences tab.
  4. Select the Use account numbers checkbox.
  5. Hit the Show lowest subaccount only checkbox if you have subaccounts. This shortens the subaccount details when you use it in your transactions. For example, the expense account 5400 Rent: 5410 Office: 5411 Main shows as 5411 Main when you use it in a check.
  6. Press OK.

 

If the same thing happens, we can install QuickBooks Tool Hub and then run the Quick Fix my Program utility. This tool helps resolve major issues and errors that a user might face while working in QuickBooks Desktop. We recommend running it on Windows 10, 64-bit for the best experience. Here's how to install the software:

 

  1. Close QuickBooks.
  2. Download the most recent version (1.4.0.0) of the QuickBooks Tool Hub.
  3. Open the file you downloaded (QuickBooksToolHub.exe).
  4. Follow the on-screen steps to install, then agree to the terms and conditions.
  5. When the installation is finished, double-click the icon on your Windows desktop to open the tool hub.

 

Once done, it's time to run the Quick Fix my Program utility:

 

  1. From the tool hub, select the Program Problems tab.
  2. Select Quick Fix my Program.
  3. Click OK and then open QuickBooks again.

 

To learn more about this process, check out this article: Repair your QuickBooks Desktop for Windows. I'm also adding this article to learn how to obtain the different tools that will help you fix common issues and errors: Fix common problems and errors with the QuickBooks Desktop Tool Hub.

 

Visit our QuickBooks Help Articles page for more insight s about managing your business in your software.

 

Feel free to update us after performing the solutions, as I want to ensure this is resolved for you. Please reply to this post and I'll get back to you. You have a good one. 

D
dinahl
February 4, 2025

There doesn't appear to be anything wrong with my QB file.  I'm getting this error:

"Your accounts list contains accounts without account umbers.  You cannot use the Show lowest subaccount only preference with blank account numbers."

I've made sure all active accounts have an account number.  Do INACTIVE accounts all need account numbers too?

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