QuickBooks Online: Chart of Accounts in Detail

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Call our office 954-414-1524 to setup a private training/consultation about QuickBooks, Excel, Accounting/Bookkeeping, Taxes, and/or General Business Consulting (rates vary from $375 to $650) for first consultation depending on length and consultant required. E-mail Hector your questions [e-mail]

[@happypatient3570]

Hello Hector, I am a QBO newbie and this video was incredibly helpful to me. I went from feeling very overwhelmed by QB to being confident in the basics of Chart of Accounts. You are a fantastic teacher. I'm so glad I found your videos. I can sleep at night now! Thank You!

[@outabout7180]

This tutorial was a HUGE help with explaining the Chart of Accounts - which has been a mystery to me for years! THANK YOU!!!

[@carriesavage2339]

I just discovered you also! You are a wonderful advisor! I’ve learned so much very quickly and with little stress! Thank you! Mucho!

[@rgwightman]

Radom search needing help setting up a new investment rental property. Dude you are amazing. I’m a long time QB user, just a few minutes with your videos learning new a valuable things. I’m now a subscriber to your channel. Thanks!!

[@HectorGarciaCPA]

Awesome

[@kenziewright1669]

Wow! 12 mins in and I’m blown away by this helpful and valuable content. Thank you 🤗

[@HectorGarciaCPA]

Glad you enjoy it

[@livinwrightnow9508]

You are doing God's work, Hector! Thank you so much!

[@vladimirnospam]

I subscribed yesterday to see Chart of Accounts, and today you made this video. Great!

[@HectorGarciaCPA]

Read your mind

[@sethmackagyemang454]

Thanks, Hector, and what I really learn from your site was great !!!!

[@hilaryjl1]

Incredibly helpful, thank you Hector!

[@ThePennyDropsYNAB]

Incredibly helpful, thank you for the spreadsheet too!

[@user-vj5hs6ki4x]

Thank you so much for these tutorials! I have been so lost in QuickBooks and your videos are helping me understand.

[@HectorGarciaCPA]

:)

[@marinamanan6070]

Excellent explanation!

[@HectorGarciaCPA]

Glad it was helpful!

[@viralshorts78888]

hey hector i am a CA student i hope i learn from your videos and earn via freelamcing ...your teaching meathod is perfect :)

[@vanessayazell1789]

Thank you so much for the detailed descriptions and explanations!

[@hartingwong3568]

Thank you so much. I am just an English learner. Your class is really clear and easy to understand. I really appreciate your help. Even I am not an English native speaker, I can still understand the class

[@HectorGarciaCPA]

Great

[@Catherine2170]

EXCELLENT!!! Thank you Hector!

[@chucktrotter9699]

12.19.20 Thank you Hector for taking the time to explain the Account Type and Detail Type.

[@mcob53]

Thank you! Lots of info... will keep coming back to learn well.

[@sundaysolarin5949]

Thank you Hector, this is so helpful.

[@smoothglo7]

Thank you Hector!

[@stevewhittaker5950]

Hello Hector, wonderful explanation, very helpful in learning to understand where to enter items, Thank you

[@HectorGarciaCPA]

Thanks, glad you like it

[@claire4735]

Awesome video sir, thank you so much very informative and most appreciated!

[@kellymobley2741]

Super helpful! I am headed to your website for the Chart of Accounts detail. Thank you!

[@HectorGarciaCPA]

:)

[@sylviasanchez6030]

Hector, you are a great teacher. Love your videos 👍

[@HectorGarciaCPA]

Glad you like them.

[@faisal892]

Hi, do you have any video on setting up chart of account for a manufacturing concern which manufactures multiple items? Setting for COA for service sector is easy and straightforward while it is very complex for the manufacturing concerns.

[@idaho9479]

Thank you Hector

[@kylewong2614]

There is a 'Reimbursible Expense' category that someone suggested I use for materials for construction jobs be tracked in. Is this correct or should I use a COGS expense category? By the way great video. Very helpful.

[@gleidismazo3426]

Awesome video Hector!!!

[@HectorGarciaCPA]

Thanks

[@TrendTrader2k24]

Great of you Mr' Hector

[@HectorGarciaCPA]

:)

[@angelicabingco5464]

This video is so Helpful. Thank You.

[@HectorGarciaCPA]

You welcome

[@YUVASocialMovement]

Thank you

[@robiulhossain6955]

Thank you very much !

[@benyaya5854]

You are unique!

[@kristawebb4950]

Thank you!!!

[@eddierengifo7116]

Thank you! great Info. Do you have any video how to JE to clean up the equity/ owners draws account from prior years.?

[@HectorGarciaCPA]

I have one called “cleanup” look it up. It covers some of that stuff

[@elandrue]

Hey Hector, just getting started with QB. I'm an audio - video freelancer in Puerto Rico and need to add the 10% payment retention to my paid invoices and can't find a way to do this in the simple start plan. I've seen a couple of TS articles explaining how to do it but I think they are for the higher tier plans. Great vid production man. Thanks

[@HectorGarciaCPA]

You can do it using a service item that points to the retention receivable asset account. Use that item as a negative value on the invoice

[@elandrue]

@@HectorGarciaCPA Ok, let me give it a try and see if I managed to follow you. Will report back. Thanks!

[@elandrue]

@@HectorGarciaCPA I think I did it but the service line is only deducting 0.10 from the total amount. How can I put the 10% in the service line? Is this easier to do in the next plan from the Simple start?

[@slurpee7530]

Gracias,very good video

[@HectorGarciaCPA]

A la orden

[@denise91221]

Love your videos, very helpful. I have a unique issue. I recently started working for a friend, his QB are a disaster. Where do you suggest I get help cleaning up this mess?

[@HectorGarciaCPA]

It’s hard to say... maybe an expert QuickBooks bookkeeping service. FYI, cleaning up a messing QB file is expensive

[@Leah_Rosal_137]

What if for the whole accounting cycle there is no bad debts, all customers pay, but bad debts was already recorded in the income statement as an expense, should I make adjusting entry: debit Allowance for bad debts and credit Bad debts?

[@claudialuciano1857]

Hector you are 200%

[@abbaskamal7661]

You are doing God's work, Hector! QBO Is there a cancellation of accounts in the chart of accounts? "Other than hidden or inactive" THANKS

[@HectorGarciaCPA]

No.. just inactive

[@laivissollet8635]

Hi Hector, Thank You so much for these videos is anyways I can do an appointment with you?

[@salvycabatbat1839]

Hi Hector, I am looking for your videos on Bank Deposit error made by bank in the amount but I cant find any, i hope you get to read this. We made a check deposit $5000 for an invoice in QBO but the amount posted in the bank was $6000. Then a day after the bank made an adjustment of -$1000. Now, i am now confused what to do as I get to do the bank deposit of $6000 but don't know how to add the adjustment of -$1000. Can you help? Thank you in advance.

[@ibrainmirabal874]

Hola Héctor ,tengo una pregunta . Que precio tiene un training para mis libros con usted ? Gracias espero su respuesta

[@zeenatamber3038]

You are great

[@claudialuciano1857]

I’m a subscriber for live Thank you

[@chenda8764]

Thank you for educational, I wondered if the usage of CoA code / account number is any important ?

[@HectorGarciaCPA]

Not that important

[@jashwantpatel6613]

thank you

[@HectorGarciaCPA]

:)

[@camerondavis2565]

I have been using QBO for two, going on three years. I have not been using it correctly and am trying to go back and fix things. I am having nothing but troubles. One issue I am looking for help with is creating sub accounts. Im not sure if it has been updated, but when I create a new account, the forum is less intuitive and no option to add a sub or child account. Any insight is helpful, thank you.

[@AgnaldosWelding]

Hello, I purchase truck tires from vendors and I get charged Federal Excise Tax (FET) for each tire purchased (The Vendor reports the FET to IRS). I then resell the tires to consumers and charge them, pass on, the same FET, no profit . What is the best way to set up the payment of and the collection of FET (non-taxable income) in my chart of accounts?

[@ronstrode9124]

I could not find link to QBO account explanations

[@LGoodison]

This is great, thank you. You mention you'd copied and pasted all the expenses detail types and associated descriptions into an excel spreadsheet. I can only find a link to your paid ultimate Chart of accounts. Please can you share the link to this free excel spreadsheet? Forgive me if I've misunderstood. Thank you

[@HectorGarciaCPA]

There is not free spreadsheet that is import ready. The one you can import is behind a paywall. But there is an excel sample of it in the same link

[@nancyrogers1778]

Hi Hector.....thank you!! also, where is the link so that I can print out a list of the chart of accounts that you mention about 29 min into this video?

[@HectorGarciaCPA]

My ultimate chart of accounts: quickbooks-training.net/ultimate-chart-of-accounts-for-quickbooks-desktop/

[@mfigueroa7973]

Do you have a video for churches and adding offerings and donation and a minster income when taxes are not withheld

[@HectorGarciaCPA]

No my specialty

[@wazmink2459]

Just want to ask , if it is possible to use qbo for personal use , like recording my daily personal expenses, that will also serves as my practice being a bookkeeper? Thanks and God Bless

[@HectorGarciaCPA]

Its designed for business

[@gladyshurtadowood2924]

thanks a lot Hector. i am learning a lot with your videos. i hpe that you can respond my question. can we show the bank of account on the invoice? the customer want to see it. thank you. Blessings

[@HectorGarciaCPA]

You can add it in the descriptions as payment instructions

[@mnoumankhan7218]

Great Learning.... Difficult to find out modules on Payroll on QuickBooks ....?

[@HectorGarciaCPA]

Payroll is the hardest thing to teach

[@DARLENEEVANS-hq4ht]

Hi Hector, I am trying to find the link to the PDF version of the chart of accounts numerical template. I thought I saw that somewhere in one of your Tutorials?

[@HectorGarciaCPA]

The link is in the video’s description

[@lilylopez8925]

Hi Hector , thank you for all the info provided ! I have a question, which category should the Sales tax be ? assuming that they have already been paid , I placed them on the Sales to be paid and it shows on the balance sheet as a Liability , should not be an expense? THANK YOU !

[@HectorGarciaCPA]

Should be a reduction of income

[@lilylopez8925]

@@HectorGarciaCPA thank you!!!

[@AliJan-xp4ro]

Hi hector, i am using quickbooks for a pharmacy setup. Can you please guide me for initial setups. Thanks

[@HectorGarciaCPA]

You can contact my office and setup a training session 954-414-1524

[@chickensistah4u293]

Mr. Garcia I am trying to email your office? I’m getting an error . Please help

[@mfigueroa7973]

Hi Hector do you have any sample coa for a church and how enter donation and offering so at the end you can pull a report

[@HectorGarciaCPA]

Not my specialty sorry

[@okivillarreal2577]

Is there a way to create a new "Detail Type" when you are creating a new account under Chart of Accounts? I have an Expense that does not fall under any of the categories listed under "Detail Type" and would like to create a new heading that would appear directly under "Expenses"

[@HectorGarciaCPA]

No.. you need to pick the closest one

[@yezzirrr416]

For “Ask Accountant” under which Account Type should we create this? Thanks

[@HectorGarciaCPA]

Other Expense

[@geulahz4961]

Hey hector! Ive been watching your videos and you’ve really helped me out! However I have one issue at the start of my qb career I accidentally made categories into accounts!! What now?

[@HectorGarciaCPA]

I would need to see what you mean by that

[@geulahz4961]

@@HectorGarciaCPA meaning I made categories of expenses into accounts from the bank instead of expenditures. If that makes sense?

[@peteoldmixon1083]

Hector thanks for the valuable information you provide. I wanted to ask a question. I have used QB Desktop for a year and am transitioning to QBO. I have 5 separate bank accounts on QB desktop and would like to have all 5 under my QB online and am trying to determine how to do that. I am starting with QBO fresh to create my organization with all 5 bank accounts. Any info that would help me do this would be awesome.

[@HectorGarciaCPA]

It would work almost the same way, not sure where you are stuck

[@peteoldmixon1083]

@@HectorGarciaCPA I added the bank accounts, is there a way to see reports on them individually and not as a whole. The Accountant View and Business View have them all combined together with one total, but we would like to be able to break each one out individually--to list transactions, print reports. Also do you have a youtube that describes how to build a budget in QBO and customize the different income and expense categories? Thanks, Pete

[@HectorGarciaCPA]

@@peteoldmixon1083 i think you might need a one on one consultation; its hard to explain these things without looking at the screen

[@Sopheak-bc4uh]

Close income and expense monthly or yearly, please? How to bookkeeping closing? Thanks

[@HectorGarciaCPA]

You can pull reports in monthly or quarterly Columns... The second question I don’t understand

[@rosswaterworksplumbingllc3941]

I am trying to split my receipts to add the sales tax for job materials purchased. But, I really don't know what to categorize it. Can you help me?

[@HectorGarciaCPA]

All the same “materials” category, dont split sales tax

[@dallascircus7004]

This is great info, but quickbooks recently updated their software and now when you click "new" on the initial chart of accounts, it takes through a step by step process that does not give you all of the options. Is there a way to go back to the method you're showing?

[@HectorGarciaCPA]

There isnt.. you have to deal with that new weird way that I hate

[@cuban121783]

How do you add a new account to show on profit and loss report? ones its been done in charts of account. Thanks

[@HectorGarciaCPA]

You need to have transactions affecting the accounts

[@tammycuellar4535]

hello hector i am a great fan of qb but i have not used it for 5 years, i got me the newest verison in cloud an i m so confuse, need to start some new info i am creating the info as i go along what is the best way to start, this verson doesnt have the account icon it only has list as a selction then it list the charge of account, what is the best way to start this system

[@HectorGarciaCPA]

What my 2 hour video on it

[@paolosellan9445]

Hi Hector, I am trying to delete some accounts that my clients does not use anymore. When I tried to do that, for some accounts QB Online tells me that it cannot be done because the account is associated with a 1099 "field". How can I remove this "1099 setup" from the account? Thank you

[@HectorGarciaCPA]

Go to 1099 settings and remove the accounts

[@leslielopez4661]

Hi! Your videos are very helpful, i am using QBO and when i click on create new (in chart of account) the pop up is not like what i see on the video its new and opens on the right hand side with all the catagories on top instead of a drop down and it does give me the option for sub account and shows me a preview of my P&L saying new account preview...... How do I get back to this way of adding to chart of accounts

[@leslielopez4661]

I am using QB Plus

[@HectorGarciaCPA]

You need to wait until they upgrade your file

[@ijoche88]

Thanks Hector for your help. I received the accounting from a new company that has been in operation for only a few months, but they never coded the accounts. Is there any problem if I add to the existing accounts the codes?

[@marioalvarado9159]

HI Hector. I have been dealing with a issue simple issue. I already create my COA in Quickbooks online version. But when I run the Balance Sheet Report it display the account in alphabetical order insted the right accounting layout (Current Assets: Cash, Acct.Receivale, etc). My Balance Sheet display the Account Receivable first and then Cash. Any idea why QB online sort the Balance Sheet accounts alphabetical?

[@HectorGarciaCPA]

You would need to use account numbers to resort the accounts.. alphabetical is the default when no numbers are present

[@marioalvarado9159]

@@HectorGarciaCPA Thanks Hector. I will add numbers in the COA settings and see if the report works. Muchas Gracias. Saludos desde Costa Rica.

[@frankashby6235]

Thank you so much for these videos. I am with a Non-Profit 501(c)(3) and need some assistance with accounting for restricted grants/donation as and unrestricted donations and a plethors of questions about setting up tracking for special Events, etc. Can you assist?

[@HectorGarciaCPA]

Non profit is not my specialty

[@frankashby6235]

@@HectorGarciaCPA Could you plz advise a reputable contact to assist with 501(c)(3)??

[@davidwitherspoon7419]

new account when i clicked new it it doesn't look like yours on video 30 seconds into it My window shows circles with pictures of money banks charge card and others. then space below has what you want new

[@HectorGarciaCPA]

Search my channel for “new chart of account experience”

[@faisal892]

Let say when we created a company we put 10000 as opening cash balance but later on we decided that we should track cash by location. When I created cash accounts by location I made them subsidiary accounts to cash account. Now my trial balance is showing cash by location individually and parent cash account is showing sum of cash by location and the opening 10000 . I want cash by location as subsidiary and the cash account as the parent. Please if you could advise how to deal with this situation.

[@HectorGarciaCPA]

Balance sheet by location is not going to be accurate. It’s going to be a giant mess

[@faisal892]

@@HectorGarciaCPA I have figured it out. I clicked account history and it opened the journal entry. I adjusted the amounts and now it is perfect. Thanks for your great videos. I am learning a lot from you. You are a great teacher.

[@user-qk5rj9yk7n]

Hello I am a newbie in QBO, I worked for a company that have a system in place, but want to use QBO but when trying to get all of the chart of account transfer to QBO, my boss want to used the same method which consist on the numbers code. I have research for it and asked and no one since to know what I'm talking about. But I see in your traning video when adding to a chart of account the number system is in there. Can I still use that or that's no lomger available in QBO? Refering to video training charts of account in details.

[@HectorGarciaCPA]

Chart of accounts allows account numbers as well, in all versions of QB

[@CoreyParchem]

40 seconds in and you already have a feature that I don't seem have access to. When I make a new account, I'm given a completely different window popup that doesn't have the ability to change or set account numbers.

[@HectorGarciaCPA]

That screen changed for must users, search for my video on “new chart of accounts experience”

[@Leah_Rosal_137]

I think personal expenses should be Owner's withdrawal account..

[@HectorGarciaCPA]

I agree

[@claudialuciano1857]

I will share you

[@trina941]

I'm trying to understand Chart of account right now. It can be very frustrating when you've never been shown how to do it and what to put and where. So my question is when im done adding my information in Chart of Accounts I then went to Journal to add the same information to that. Now whats next? When adding a SBA loan I deposited the funds in checking but don't understand how I separate what I pay with my loan and what I pay with work income for the same business bank account. I dont know if its suppose to even be separated or do I just start going down my bank statement and show where funds go in checks.... settlement pay.. Its very confusing and my new account is very inpatient when I dont understand the first time. Which makes it even more stressful.

[@trina941]

Do I write checks for expenses that have been paid for with the SBA loan which I recorded in chart of accounts and journal. My husband thinks if I write checks for the items on our bank statement it will look like we make less because some is really paid for with the SBA loan. When I transfer from checking to savings do I need to only put where it came from like savings to checking instead of SBA transfer to savings or checking?

[@HectorGarciaCPA]

I think you might need a basic course on accounting

[@ronnovak7411]

When I go "manage accouts" my checking account is on the list but the switch is off..When I click it on, it does not appear on the "which accounts do you want to connect". HELP PLEASE

[@HectorGarciaCPA]

Maybe disconnect and reconnect.

[@ronnovak7411]

Hello Hector, Thanks for the prompt reply. I tried connecting QBO on the Google browser and was able to click the switch on and now I have a connection with all 5 of my accounts. I signed out of Google and returned to my FireFox browser and QBO works as it did in last December. Can you imagine???

[@HectorGarciaCPA]

@@ronnovak7411 random

[@angelcorrea3167]

Hector, buenas tardes, por favor cómo puedo agregar al plan de cuenta el numero de la cuenta, tengo la version online de los Estados Unidos.

[@HectorGarciaCPA]

Hay una opción en Account & Settings - Advanced, donde la prendes y apagas

[@Vicureview]

Cuál es la diferencia en QB online y Desktop? Deberías poner más vídeos para la Comunidad de habla hispana. Gracias por el buen contenido.

[@HectorGarciaCPA]

Videos en español no es mi especialidad. Las diferencias están desglosadas aquí: docs.google.com/spreadsheets/d/1qH3PTdaYB4eIdfYDeVjzJ3iAalOt5dCV_5QUAqQhIZ8/edit?usp=sharing

[@Vicureview]

@@HectorGarciaCPA quise decir que explique en Español. Estoy buscando pagar por un curso desde 0 sobre todo lo que conlleva la contabilidad y el manejo de Quickbooks, si usted lo ofrece se lo compró.

[@HectorGarciaCPA]

@@Vicureview tengo un curso completo en español de QBdeslrop

[@Vicureview]

@@HectorGarciaCPA perfecto dónde lo consigo? Pásame el enlace. El curso está actualizado? Necesito que no pase de 7 meses de antigüedad.

[@HectorGarciaCPA]

@@Vicureview hectorgarcia.teachable.com/p/curso-en-espanol-de-quickbooks-desktop-2021 Fue grabado con la versión 2021, la más reciente

[@trinhtu3360]

Can you provide me COA package suitable for small business

[@HectorGarciaCPA]

Check the links in the description

[@ziamafr7610]

Hi Hector, I had purchased QBO 2022, it seems every thing different, creat a new account completely different, the page to creat an account different, and not included assets, other current assets? Is QB Made changes for 2022? Thank you.

[@HectorGarciaCPA]

Does it look like this? kzbin.info/www/bejne/sGjbn418qpp4rZY (fast forward to minute 11)

[@ziamafr7610]

@@HectorGarciaCPA Yes the same, it make me confused a lot, how I can change it? I had import many bank transactions, and added some accounts. I saw some of how to deal with bank feeding, May I know how to contact you to know more about bank feeding, and your offer about it? Thank you.

[@HectorGarciaCPA]

@@ziamafr7610 I hate that new look.. its only in some of the company files, they are testing to see if is better received..

[@ziamafr7610]

@@HectorGarciaCPA I agree with you and wanna the last one, and I need to start the course of bank feeding, is it $100 for the whole course? and to get the whole course? Thank you so much.

[@HectorGarciaCPA]

@@ziamafr7610 its $50/month access to ALL the courses

[@michaellambert4061]

QuickBooks needs to do a lot better with nonprofit organizations menus

[@HectorGarciaCPA]

How do you think they can improve?

[@michaellambert4061]

1 example is pledges they are attached as a pledge to make a sale; my non profit is a food bank that will never sell anything. our pledges are donations and instead of an invoice we would like to have a thank you, letter; it is the same Also we have to load donors as customers under sales. i would think, admittedly not knowing that these are somewhat simple changes. we are 100% run by donations and volunteers and we need more automation than quickbooks seems to allow @@HectorGarciaCPA

[@michaellambert4061]

One problem solved, i just found out how to change customer to donor, working on the pledge thing now

[@nabazbirabaty5537]

Speak more clearly please

[@TheJacobhale]

Rather record my books with scratchings on a cave wall then use this bullshit.

[@therookiefisherman5234]

Sorry man I have to unsubscribe you don't answer questions not cool.

[@HectorGarciaCPA]

Ok… but where are you asking the questions?

[@therookiefisherman5234]

On your videos

[@stephknown4494]

Same here. He wants to charge just for a quick answer. Can't take the time to answer your subscribers. Geeze.

[@normacocks8410]

Thank you

[@HectorGarciaCPA]

You welcome