How to Delete and Restore an account in QuickBooks Online?

by James Antonio

If you are using QuickBooks online and come across some balance sheet account that you do not want to use anymore, then you may decide to delete it or make it inactive. There is a feature in QuickBooks Online, that will let you delete the balance sheet account in QuickBooks Online and you can even restore it later on if the need arises.

Though you should understand this fact, that you cannot permanently delete an account, yes you can go for merging one account to another. Also, you are not allowed to delete the income and expense account in QuickBooks Online. There are some things you should know before going for deletion of the account in the QuickBooks as listed below:

  1. You should be aware that you cannot permanently delete an account in QuickBooks, which is good news because you can restore the account anytime later if you want to. It is more like archiving where you can restore the archived items.
  2. You should ensure that the balance of the balance sheet account is corrected to zero before deleting it because if it is not zero then QuickBooks will post an automatic entry to make it zero before deleting it and the corresponding entry would be posted in the opening balance equity account. This entry can lead to incorrect tax info filing.
  3. Even if you have deleted the account from QuickBooks, previously posted transactions in this account would remain intact, i.e., they would not be deleted.
  4. So, in case, if you want to edit or delete the transactions posted in the deleted account, you will have to restore them first and then edit or delete the individual posted entry.

In the next section, we will look into the process of deleting and restoring the account in QuickBooks Online.

Process to Delete and Restore an Account in QuickBooks Online

know the Detailed process to delete and restore an account in QuickBooks Online.

To Delete a Balance Sheet Account in QuickBooks:

The process of deleting or marking the account as inactive involves simple steps as listed below:

Step 1. At the start, you need to click open the QuickBooks online and go to the settings.

Step 2. After clicking on settings > go ahead and click on the Chart of Accounts.

Step 3. Now in this step, you need to search the account that you wish to delete.

Step 4. After you have found the account, you need to click on the Action dropdown and click on ‘Mark inactive’ against the account.

If you want to see the list of inactive accounts, you can follow the below steps:

Step 1. Click open the QuickBooks on your system and go to settings and then Chart of Accounts.

Step 2. Now you need to click on the Gear icon again, this time at the top of the list. And you need to click on the ‘Include inactive’ checkbox.

Step 3. This will let you see all the inactive accounts in QuickBooks Chart of Accounts.

To Restore a Balance Sheet Account in QuickBooks:

Now as it sometimes happens you would want to restore a previously deleted account, for this purpose, you need to follow the below process steps:

On Chart of Accounts in QuickBooks:

Step 1. After opening the QuickBooks, click on settings and then Chart of Accounts.

Step 2. Now you need to select the settings above the action column and check on include inactive.

Step 3. Now find the deleted account and go to the action column and uncheck the Inactive box. And after doing this click on save and close.

On Audit log in QuickBooks:

Step 1. Click open the QuickBooks, go to the settings, and then click on the Audit log.

Step 2. Now you need to find the deleted account and select the account hyperlink in the event column.

Step 3. The above step will take you to the Account screen, and you need to uncheck inactive at the bottom left. After that, you need to click on save and close.

This would make the account active again in QuickBooks, now let us look into some frequently asked questions asked by the users to help you out further.


What is the Process to Delete the Multiple Transactions together in QuickBooks?

You can start by clicking on the banking menu and OK and then you need to select the current account. After this, you need to go to the review tab and select the items or transactions that you want to delete. Now click on the batch action buttons and choose to exclude selected and once you are done with this you need to go to the Excluded tab. Now mark the transactions in excluded tab as well and click on Delete.

What is the meaning of R and C in QuickBooks Online?

R means that the account is reconciled and C means that the account is cleared. When the account status is cleared, it means that the account has hit the bank or credit card, but it has not yet reconciled as per the QuickBooks reconciliation process.

Can you let me know the steps to deal with the Uncleared transactions in QuickBooks Online?

First, click open the QuickBooks and go to the Expenses. And after that click on Vendors, now choose the vendor’s name and locate the expense transaction. Now change the correct account under the category and click on save and close.

What is the Process of running Reconciliation Discrepancy Reports in QuickBooks?

You need to first go to the report menu and hover your cursor over Banking and after that select the reconciliation discrepancy. Now choose the account you are reconciling and click on Ok. After that, you need to look for any discrepancies while reviewing the report. And then you can maybe reach out to the person who made the changes in the reconciliation and the reason for the same.

How can I Delete old Transactions from the QuickBooks Online?

You should start by going to the Accounting > and then select the Chart of Accounts. After that find your Cash sales account. And under the Action column, choose View register. Now locate and edit your transaction. After that, remove the R indication from the check column and then click on save.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

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Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

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Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

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Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


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XLS, XLXS, etc., are supported file formats by Dancing Numbers.


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Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


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We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

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Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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