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.

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

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.

How to delete or make account inactive?

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”

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).”

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

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)

TYPE	DETAIL TYPE
Bank	Cash on hand
Bank	Checking
Bank	Money Market
Bank	Rents Held in Trust
Bank	Savings
Bank	Trust 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 Income	Exchange 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