Making Accounts Inactive in .NET

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Making Accounts Inactive
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You can inactivate or hide an account so that it does not show up on your Chart of Accounts without actually deleting it. You can do this even if there is currently a balance in the account. When you make an account inactive, QuickBooks retains all of the information associated with the account but removes it from all lists and drop-down menus. You can make the account active again at any time. To make an account inactive, do the following: 1. Go to the Company Navigator screen and click the Chart of Accounts icon (see Figure 6-2). Your Chart of Accounts appears. 2. Select the account that you want to make inactive. 3. Click the Account button located on the lower left corner of the Chart of Accounts. 4. Select Make Inactive from the pop-up menu. You can view a complete Chart of Accounts, including inactive accounts, at any time. To view inactive accounts, follow these steps: 1. Go to the Company Navigator screen and click the Chart of Accounts icon (see Figure 6-2). Your Chart of Accounts appears. 2. Click the Account button located on the lower left corner of the Chart of Accounts. 3. Select Show Inactive Accounts from the pop-up menu. A special X icon appears next to each inactive account, as shown in Figure 6-5.
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96 Part II Establishing Your Own QuickBooks Business
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Figure 6-5: The special X icon appears next to inactive accounts when the Show Inactive Accounts option is active.
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Numbering Accounts
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You may nd it convenient to assign numbers to each account in your Chart of Accounts. One reason you might want to number your accounts is because as your Chart of Accounts becomes lengthy, it is easier to locate individual accounts if they are numbered. If you activate the Numbering Accounts preference, QuickBooks displays the appropriate eld in the New Account window each time you create a new account. The numbers assigned to the accounts are shown on your Chart of Accounts and on all reports.
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Activating Account Numbering
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To take advantage of the Account Numbering features and turn numbers on or off, follow these steps: 1. Go to Edit menu Preferences. In the Preferences window, select Accounting from the list on the left. 2. Select the Company Preferences tab. Select the Use Account Numbers checkbox as shown in Figure 6-6.
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6 Customizing Your Chart of Accounts
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Figure 6-6: You can turn the Account Numbering function on or off at any time through the Accounting Company Preferences window.
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3. You may also want to choose some of the other options on this screen, as discussed in the following sections. These options include those for showing only the lowest subaccount, creating an audit trail, assigning journal numbers, and so on. 4. Click OK.
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Special Features to Help You Track Account Information
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QuickBooks has a number of special features that allow you to analyze account information, as well as simply record it. These features include creating an audit trail, viewing subaccount detail, and tracking classes.
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You can have QuickBooks keep a record of all the changes made to transactions. Such a record is called an audit trail. To view the audit trail, choose Accountant & Taxes from the Reports menu, and then select Audit Trail. An audit trail is shown in Figure 6-7.
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98 Part II Establishing Your Own QuickBooks Business
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Figure 6-7: This screen shows a QuickBooks audit trail.
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Viewing subaccount detail
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QuickBooks Account Numbering preferences, edited from the window shown in Figure 6-6, allow you to view your Chart of Accounts in various levels of detail, such as subaccounts. Subaccounts track speci c information within main accounts, which can be very useful when viewed in conjunction with audit trails or Class Tracking features. To activate this feature and track information in subaccounts, follow these steps: 1. Go to Lists menu Chart of Accounts. Click the Account button, and choose New. 2. Enter the type and name of the account. The account type must be the same as the parent account. For example, if the parent account is an expense account, the subaccount must also be an expense account. 3. If applicable, enter the starting balance and starting balance date of the account.
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