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How To Keep Your Accounts & Vendors Organized?

by Lily Evans Accounting Expert

One cannot deny that QuickBooks comes up with some of the advanced features. For instance, if you have duplicate accounts, customers, or vendors, you can merge them. It will help you move all the data into the one you want to keep and remove the duplicate. Moreover, if you Keep your lists clean, it will speed up your bookkeeping and that in turn, makes bookkeeping easier. Doing this will keep your account and vendors organized as well. However, you need to be careful while merging your account, and only merge duplicates that were created in error. To know more about how to merge vendors in QuickBooks, you must read ahead.

Here’s How To Merge Duplicate Accounts

One needs to know that merging accounts is permanent and thus, you can't undo this later. QuickBooks uses some accounts as the default for certain features. These, like accounts connected to online banking, can't be merged or deleted. However, follow the below-given steps to merge duplicate accounts in QuickBooks:

  • If you're merging accounts that have reconciliation reports, save those reports first. The transactions remain on the merged account and stay reconciled.

  • Go to Settings and then select the Chart of Accounts.

  • Find the account you want to keep. Then, select the dropdown in the Action column and then Edit.

  • Note the name and detail type of the account.

  • Check if the Is sub-account option is marked. If it is, note the parent account it's tied to.

At this point, you would have all the information that you need for the account you want to keep. Now, let's proceed further and handle the duplicate entries:

  • Go back to the Chart of Accounts.

  • Find the duplicate account (the one you won't keep). Then, select the dropdown in the Action column and then Edit.

  • Change the Name and Detail Type so the duplicate account's info matches the account you want to keep exactly. If you need to mark Is sub-account, keep in mind:

  1. If you're merging two parent accounts, make sure they don’t have any sub-accounts.

  2. If you're merging two sub-accounts, make sure they both have the same parent account.

  3. If only one is a sub-account, uncheck the Is sub-account option so it becomes a parent account.

  • When you're ready, select Save and then Yes to confirm.

This merges the two accounts so you end up with one. QuickBooks moves past transactions from the duplicate to the account you want to keep.

How To Merge Vendors In QuickBooks?

Well, you need to know that when you merge vendors in QuickBooks, it cannot be revered i.e. you can't undo this later on. Moreover, to merge the duplicate vendors, you must proceed with the below-given steps:

  • Go to the Expenses menu and select the Vendors tab.

  • Find and open the vendor profile you want to keep. Then select Edit.

  • Note the Company and Display name.

  • Go back to the Vendors tab.

  • Find and open the vendor you don't want to keep. Then select Edit.

  • Change the Company and Display name so they match the vendor profile you're keeping exactly. 

  • Select Save, then Yes to confirm.

By following the above steps you will be able to merge vendors in QuickBooks. QuickBooks moves past transactions from the duplicate to the vendor you want to keep.

Find An Expert!

Hopefully, the above provided information would have helped you understand how you can keep your accounts and vendors organized with the feature of merge vendor in QuickBooks. If you get stuck with any issue, we would suggest you to get in touch with our experts.


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About Lily Evans Innovator   Accounting Expert

7 connections, 1 recommendations, 61 honor points.
Joined APSense since, May 27th, 2021, From Plano, United States.

Created on Aug 13th 2021 18:56. Viewed 266 times.

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