How to Display Account Numbers in the QBO Chart of Accounts

QuickBooks Online (QBO) provides a robust platform for managing business finances. A core component of this system is the Chart of Accounts, which serves as a comprehensive listing of all financial categories used to track income, expenses, assets, liabilities, and equity. Utilizing this feature helps maintain organized financial records and generate accurate reports. Enhancing the clarity of this list is achieved by enabling and managing account numbers.

Activating Account Numbers

Enabling account numbers in QuickBooks Online involves a specific set of steps to activate this feature globally for your company file. This setup makes the account number field available for all accounts within your Chart of Accounts. Navigate to the “Settings” menu, typically represented by a gear icon, located in the upper right-hand corner of the QBO interface. From the dropdown menu that appears, select “Account and settings” under the “Your Company” section.

The “Account and Settings” window opens. Click on the “Advanced” tab, then locate the “Chart of accounts” section.

You will find an “Enable account numbers” toggle switch, which is typically “Off” by default. Click this toggle to turn it “On.” An additional option, “Show account numbers,” will become visible; ensure this checkbox is also selected to display account numbers in transactions and reports. After configuring these options, click the “Save” button to apply your changes, then “Done” to close the window.

Managing Account Numbers

Once the account number feature is activated, you can begin assigning or modifying numbers for individual accounts. This allows for precise organization and quick identification of financial categories. To access your Chart of Accounts, select “Accounting” from the left-hand navigation menu, then choose “Chart of Accounts.” Alternatively, you can go to the “Settings” gear icon and select “Chart of accounts” under “Your Company.”

When adding a new account, a “Number” field will be available for you to input the desired account number during the creation process. For existing accounts, you can edit them individually to add or change their assigned numbers. To do this, locate the specific account in the Chart of Accounts list and click the “Edit” option, which may appear as a dropdown next to “View register” or as a pencil icon. This will open the account details screen where you can enter or modify the number in the dedicated “Number” field.

For more efficient management of multiple existing accounts, QuickBooks Online also offers a “Batch edit” option within the Chart of Accounts. This feature, often represented by a pencil icon above the “Action” column, allows you to modify account numbers for several accounts simultaneously in a table format. After making changes, click “Save” to confirm your updates. The assigned numbers will be visible in a dedicated “Number” column, enhancing your ability to sort and locate accounts.