how to merge accounts - QuickBooks

Right-click the sub-account that you would like to merge quickbooks accounts, then click Edit Account. Replace the name of the account with the one you took note of or copied earlier. A prompt will appear to merge the account, select Yes to proceed

  1. Go to the Chart of Accounts and find the account that has the correct information.
  2. Edit and Copy the name of the account that has the correct information.
  3. Close.
  4. Find and Edit the account that is the ‘unnecessary’, duplicate, mistyped etc
  5. Paste the correct name. If you are using QBO, you must ensure that both the Account Type and the Detail Type are the same.
  6. A window will open warning you that you are merging accounts. Save and close.

This also works with Vendors, Products and Services etc!In QuickBooks it is possible to merge accounts.  Many times various accounts are made to represent the same type of item or expense. 

As an example I often see two expense accounts in the same chart of accounts called Repairs and Repairs Expense. 

Most likely the repetitive account was set up by another user that was not keeping consistent with the previous person handling the bookkeeping. 

Inexperienced QuickBooks users have a tendency to want to re-code each transaction and then delete the unwanted account.  

A much faster solution to this resolving this issue is to merge the accounts.

QuickBooks action to merge accounts:

  • Go to your chart of accounts
  • Right click on the account you want to keep and click Edit Account
  • Copy the name of the account you want to keep
  • Go back to your chart of account and right click on the account you want to merge with the account you are keeping
  • Paste the name of the account you are keeping over the name of the account you want to get rid of
  • Click Save & Close
  • QuickBooks will display a message that says: "This name is already being used.  Would you like to merge them?
  • Click Yes and your accounts will be merged

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