Chart of Accounts

How to get here?

From the home page screen > company gear (upper right corner) > settings > chart of accounts
You can also get here from: from the home page screen > left blue navigation bar > transactions > chart of accounts

    • Upper right corner > Add NEW account button and run report for the Chart of Accounts
    • How to batch edit account number and name?
      From Chart of Accounts page > select batch edit (small pencil icon, right corner next to print icon)
    • You can filter by name or number for specific account from here. Just type name (or account number) and enter.
    • To see inactive accounts (previously deleted accounts) > click small gear far right and select inactive from the list.

batch edit filter inactive
Under Action column

    • View Register (for all Balance Sheet Accounts)
    • Edit (drop-down arrow) – this is for editing existing account
    • Delete (drop-down arrow) – this is for deleting (in fact making account inactive)
    • Run Report – This is for running “Account QuickReport” for any accounts including for Bank/Cash Register

bank quickreport

How to enable account numbers?
From the home page screen > company gear (upper right corner) > settings > company settings > advanced > chart of accounts > enable account numbers ON

How to add new account (for example bank account) in QBO?

From the Home page screen

  • Select the Company Gear (top upper corner)
  • Select “Chart of Accounts” under Settings header
  • Select “New” button
  • New Account screen will open
  • Category Type = Bank
  • Detail Type = Bank account type (like checking or savings)
  • Name = Name of the Bank 
  • Description = Same as name (with acct number optional)
  • Save

Note: Leave BALANCE blank. You will need to write an appropriate entry for the opening bank balance separately.

If you are adding any other new accounts, you will need to take the same steps.

Open New Bank Account
Open New Bank Account

How to delete or make account inactive?

Delete Account
Delete Account

From the Home page screen

  • Select the Company Gear (right upper-corner)
  • Select “Chart of Accounts” under Settings header
  • Locate/highlight (single click, not double click) account to delete or make it inactive
  • Select “Delete” button (upper-right corner, next to new, edit)
  • New Warning screen will open
  • Select “Yes”
Delete Account Warning
Delete Account Warning

    How to see inactive or deleted accounts?

  • Go back to the Chart of Accounts list
  • Select “Include inactive” checkbox (located left upper-corner)
  • Page will automatically refresh
  • It will list both all active and all inactive accounts. For example inactive Vehicles accounts as “Vehicles (deleted).”

See Deleted Inactive Account
See Deleted Inactive Account

How do I undelete an account or make inactive account or active?

  • Go back to the Chart of Accounts list
  • Check the box for “Include inactive” at the top of the page
  • Double click on account you want to undelete or make it active again
  • New pop up Account window will open
  • Locate inactive box at the bottom left, right below Cancel button
  • Uncheck “Inactive” box
  • Click Save
  • See below for screenshot photo for reference
Undelete Inactive Account
Undelete Inactive Account

How to merge two accounts into one account?

You will need to merge the two accounts into one account you want to keep.

From the Home page screen

  • Go to the Company Gear icon (located at top upper right corner)
  • Select Chart of Accounts under Settings header
  • Click on the account you are keeping to select it and then the Edit button.
  • Copy the Account Name, make note of the Detail Type and if the Is Sub-account option is marked. If sub-account is marked, make note of the parent account it is associated with.
  • Click the browser’s back arrow to return to the Chart of Accounts.
  • Select the account whose name you don’t want to use and click Edit.
  • Paste in the Account Name and make sure the Detail Type matches the account with which you’re merging.
  • If these are sub-accounts, make sure they are associated with the same parent. If only one is a sub-account, make it a parent account by deselecting the Is Sub-account option.
  • Click Save.
  • Click Yes to confirm that you want to merge the two accounts.

How to import Chart of Accounts in new QuickBooks Online?

Here are the steps needed to import the Chart of Accounts:

  1. From the gear icon go to Import Data and choose Chart of Accounts.
  2. Read the checklist before importing and make sure your file fits the requirements for import (must be a .csv or Excel file format and must have Account Type and Name fields). I recommend downloading this sample Excel spreadsheet and use it as a format:  https://www.quickbase.com/up/bfwy8i23w/g/re7/eg/va/QuickBooks_Online_COA_Sample_File1.xls
  3. Click Choose File to find your file.
  4. Click Open.
  5. Click Continue.
  6. Click the drop-down menus next to the field descriptions to choose which field to import. If you don’t use a field, choose I don’t have this.
  7. When you’re ready, click Continue.
  8. If you’re missing critical fields, we’ll tell you by showing you an icon with an exclamation point and an instruction (such as Choose type, Choose detail type, or both).
  9. When you’re done, click Import [number] Records.

Important information to note:

  • The Type and Detail Type should match the types in QBO.  If not, you’ll get an error message in red and will need to change each line item manually.
  • Right now you can’t add new types or detail types; these are hard-coded into the system.  Please select the best fit for each account.  Here’s a link to a spreadsheet that has all the detail types listed: Detail Types:  https://www.quickbase.com/up/bfwy8i23w/g/rhw/eg/va/CoA%20Types%20%20Detail%20Types.xlsx
  • The import limit is 2 MB or 1000 rows.
  • The colon character isn’t allowed, so parent:sub-account relationships will have to imported as parents first, then adjusted to become subs on the chart of accounts after the import is completed.
  • See the Learn more link inside QuickBooks Online for exact limits on name lengths and other restrictions.
  • The import is ADDITIVE. That means that it will add accounts to the already-existing Chart of Accounts but won’t subtract the standard ones that came with QuickBooks Online.

IMPORTANT NOTE: You can’t undo this import.

QuickBooks Chart of Accounts (Types and Detail Types)

TYPEDETAIL TYPE
Bank
Cash on hand
Bank
Checking
Bank
Money Market
Bank
Rents Held in Trust
BankSavings
BankTrust account
Other Current Assets
Accounts Receivable (A/R)
Other Current Assets
Allowance for Bad Debts
Other Current Assets
Development Costs
Other Current Assets
Employee Cash Advances
Other Current Assets
Inventory
Other Current Assets
Investment - Mortgage/Real Estate Loans
Other Current Assets
Investment - Tax-Exempt Securities
Other Current Assets
Investment - U.S. Government Obligations
Other Current Assets
Investments - Other
Other Current Assets
Loans To Officers
Other Current Assets
Loans to Others
Other Current Assets
Loans to Stockholders
Other Current Assets
Other Current Assets
Other Current Assets
Prepaid Expenses
Other Current Assets
Retainage
Other Current Assets
Undeposited Funds
Fixed Assets
Accumulated Amortization
Fixed Assets
Accumulated Depletion
Fixed Assets
Accumulated Depreciation
Fixed Assets
Buildings
Fixed Assets
Buildings
Fixed Assets
Furniture & Fixtures
Fixed Assets
Intangible Assets
Fixed Assets
Land
Fixed Assets
Leasehold Improvements
Fixed Assets
Machinery & Equipment
Fixed Assets
Other Fixed Assets
Fixed Assets
Vehicles
Other Assets
Accumulated Amortization of Other Assets
Other Assets
Goodwill
Other Assets
Lease Buyout
Other Assets
Licenses
Other Assets
Organizational Costs
Other Assets
Other Long-term Assets
Other Assets
Security Deposits
Accounts payable (A/P)
Accounts Payable (A/P)
Credit Card
Credit Card
Other Current Liabilities
Federal Income Tax Payable
Other Current Liabilities
Insurance Payable
Other Current Liabilities
Line of Credit
Other Current Liabilities
Loan Payable
Other Current Liabilities
Other Current Liabilities
Other Current Liabilities
Payroll Clearing
Other Current Liabilities
Payroll Tax Payable
Other Current Liabilities
Prepaid Expenses Payable
Other Current Liabilities
Rents in trust - Liability
Other Current Liabilities
Sales Tax Payable
Other Current Liabilities
State/Local Income Tax Payable
Other Current Liabilities
Trust Accounts - Liabilities
Long Term Liabilities

Notes Payable
Long Term Liabilities

Other Long Term Liabilities
Long Term Liabilities

Shareholder Notes Payable
Equity
Accumulated Adjustment
Equity
Common Stock
Equity
Opening Balance Equity
Equity
Owner's Equity
Equity
Paid-In Capital or Surplus
Equity
Partner Contributions
Equity
Partner Distributions
Equity
Partner's Equity
Equity
Preferred Stock
Equity
Retained Earnings
Equity
Treasury Stock
Income
Discounts/Refunds Given
Income
Non-Profit Income
Income
Other Primary Income
Income
Sales of Product Income
Income
Service/Fee Income
Income
Unapplied Cash Payment Income
Cost of Goods Sold
Cost of labor - COS
Cost of Goods Sold
Equipment Rental - COS
Cost of Goods Sold
Other Costs of Services - COS
Cost of Goods Sold
Shipping, Freight & Delivery - COS
Cost of Goods Sold
Supplies & Materials - COGS
Expenses
Advertising/Promotional
Expenses
Auto
Expenses
Bad Debts
Expenses
Bank Charges
Expenses
Charitable Contributions
Expenses
Cost of Labor
Expenses
Dues and subscriptions
Expenses
Entertainment
Expenses
Entertainment Meals
Expenses
Equipment Rental
Expenses
Finance costs
Expenses
Insurance
Expenses
Interest Paid
Expenses
Legal & Professional Fees
Expenses
Office/General Administrative Expenses
Expenses
Other Miscellaneous Service Cost
Expenses
Payroll Expenses
Expenses
Promotional Meals
Expenses
Rent or Lease of Buildings
Expenses
Repair & Maintenance
Expenses
Shipping, Freight & Delivery
Expenses
Supplies & Materials
Expenses
Taxes Paid
Expenses
Travel
Expenses
Travel Meals
Expenses
Unapplied Cash Bill Payment Expense
Expenses
Utilities
Other Income
Dividend Income
Other Income
Interest Earned
Other Income
Other Investment Income
Other Income
Other Miscellaneous Income
Other Income
Tax-Exempt Interest
Other IncomeExchange Gain
Other Expense
Amortization
Other Expense
Depreciation
Other Expense
Exchange Loss
Other Expense
Other Miscellaneous Expense
Other Expense
Penalties & Settlements

COA Types Detail Types

Excel Download: https://t.co/tX9ZovJsoq

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