We added a new account to our chart of account, and lorts of data migrated there, unbidded. Any advice? Can we just delete that account??
I've only looked at the account to see if its been set-up as a grand account with subaccounts, which it was not. But although the employee only recorded 2 transactions The transaction detail has 16 pages of transactions
You need to check on some of those transactions and see WHY they are in the new account and if they should be someplace else. If you just delete the account you may have a huge imbalance
It could have been switched by some sort of automatic function. You dont say what program you are using. Some of them have a function to change any sale to xxx customer or xxx item into yyy account. If you select it when you create the account then it will go through and move all of those transactions to the new account. You would want to move them back to the correct account before you delete the new account.
If it just happened your simplist solution might be to restore a backup from before the account was added and add it again. carefully.
Robert, The version we are using is QB Premier 2010 Accountant. Since Saturday when a coworker entered a new account # XXXXX our chart of accounts, we have lost our account for the bank checking account. The computer appears to have deleted that account # XXXXX recategorized all transactions that had included that account number and recategorized incorrectly to the expense account that was created this weekend. My coworker is hazy about his actions, and did not knowingly delete any accounts.
Your advice of restoring from a backup is excellent, but we've discovered that our last back-up is approx 1 month old - so not practical as a solution.
What do you suggest? Barbara
Scream pull your hair out and remember to do backups a lot more frequently.
Create one now with a new name before we do anything that might make it worse.
I really dont know how to tell you to fix it until we can get a handle on exactly what happened. It may be that he took the bank account changed the number and designated it an expense account. In which case you might be able to just reverse it and make it a bank account again. However you really shouldnt be able to change a bank account into an expense account. So I am not even sure how you would change it back. Maybe just using the same number automatically over wrote the bank account ?
Are all of the transactions from the bank account in the new account ? You can try doing it the other way around and create the bank account again and see if they move back. Are you using the online download for the bank account? You might be able to download the transactions again and repopulate it that way.
I think no matter what you are going to have to go over a lot of transactions manually to make sure they are in the correct place. It may be a tossup whether that is faster then imputting a months work again.
Robert, It looks like all the checks have been repopulated to the expense account.
I have done a back-up just to keep things from getting worse, and have instructed our IT guy to back-up regularly and much more frequently.
I did reenter as new our previously used account # XXXXX the bank account. It is now empty. Is there a way to repopulate everything now in the expense account to the bank account. (Manaually from transaction list, or hopefully a universal movement?)
I am better at quicken then quickbooks. I have asked Bridgette Martin to pop in if she has a recomendation. You might be able to highlight everything and right click and select move. I know you can do that with quicken I am not sure about quickbooks.
I do think that you can set it up for online update and download the transactions directly from the bank.
Thanks. I appreciate your work.
I don't think I can rely on transactions directly from the bank to be applied to the correct payables.
I do appreciate your calling in a colleague and will await further advice/info.
I just heard from her she is not able to get in until i switch it to financial software which i just tried to do. But it may take a bit it has to be done manually.
This is what she had to say till then
The employee did one of 2 things. He either accidentally renamed the checking account instead of setting up a new account or he set up a new account and then accidentally merged the 2 accounts.
Here is what I would do.
The chart of accounts window will not allow me to rename an expense account as a banking account, even though I removed the 1099 requirement from the preferences (which was the 1st stumbling block). If we can find a way around this then the advised step by step seems like the right way to go.
I know nothing about merging acconts but this may be how the problem started.
So the question is: How to force Quick Books to accept that an expense account contains all my data for checks and deposits to our checking account, and allow me to rename and type appropriately?
Yeah that is where i am a bit lost i dont see how it could have let you change it in the first place. Maybe it was the merge thing. It may even have done the merge autimatically because the number was the same. I have put it in for a category change hopefully it will go through soon and Bridgette can help you directly. I dont actually know how to do the merge either.
I'm still a bit lost so I'll await Bridgette. I do thank you for your help and patience. Barbara
I am trying to expedite the switch
Hello, my name is XXXXX XXXXX we will see if we can work through this.
To complete number one. Open the chart of accounts and open the account that we need to change. As I understand it, it is an expense account. If it is a sub of another account, you must first take the check mark out of "subaccount of" and click save and close, then reopen. You cannot do anything with it if it is a sub of another account. Now go back to #1 and try to complete it again. If you cannot do it, please post back and tell me exactly what quickbooks states is the reason.
10+ yrs experience on Consulting end-users in QuickBooks.