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