Printing the chart of accounts is an essential yet often overlooked task for QuickBooks users.
With this comprehensive guide, you'll discover the quick and easy way to print your full chart of accounts report in QuickBooks Desktop or Online.
You'll get step-by-step instructions for customizing, previewing, and exporting your chart of accounts data into a printable report or Excel spreadsheet. Plus, tips for organizing your chart of accounts for maximum efficiency.
Introduction to QuickBooks Chart of Accounts
The chart of accounts (CoA) is one of the most useful yet often overlooked reporting tools in QuickBooks. Having an up-to-date printed copy can make managing your business finances much easier. This guide will walk through the key benefits of printing your CoA and provide a simple step-by-step process to print the report in both QuickBooks Desktop and Online.
Understanding the Chart of Accounts in QuickBooks
The CoA is essentially a list of all the accounts you use to categorize income, expenses, assets, liabilities, and equity in your company books. It serves as the backbone of your financial data and reporting. Tracking transactions across these accounts gives visibility into performance and trends over time.
Some key things the CoA enables you to do:
- Classify financial transactions into relevant categories
- Run reports by account type like profit & loss, balance sheet, etc.
- Analyze performance by income source or expense type
- Track account balances
Keeping your CoA properly updated and organized is crucial for accurate books and financial statements.
The Importance of Printing the Chart of Accounts
While digital access to your CoA is handy, having a printed copy comes with some key benefits:
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Serves as a reference: Having the CoA printed makes it easy to reference when needed without logging into QuickBooks. This can be useful for accountants, bookkeepers or business owners that need to quickly lookup account numbers or names.
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Helps spot issues: Printing a fresh copy periodically makes it easier to visually spot any odd, duplicate or unused accounts that may need to be cleaned up.
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Useful for filing records: A printed CoA can be filed away and serve as supporting documentation for your annual financial records.
Now let's walk through exactly how to print the CoA report in QuickBooks.
How do I run a chart of accounts report in QuickBooks?
When you're first setting up your QuickBooks account, printing a copy of your chart of accounts can be helpful for easy reference. Here are the steps:
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Open the Chart of Accounts list in QuickBooks. You can find this under the Lists menu.
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Once the list is open, click the “Run Report” button near the bottom of the window.
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This will open the report preview. Here you have a few options:
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Click the print icon to send the report directly to your printer.
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Click “Export” to save the report as an Excel file, PDF, or other formats.
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Select “Email” to email a PDF copy of the report to any email address.
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Having a printed or saved copy of your complete chart of accounts can make it much easier to look up account numbers and details when needed. It's a useful reference document for any small business using QuickBooks.
How do I extract a chart of accounts in QuickBooks?
QuickBooks allows you to easily extract and export your full chart of accounts to Excel for analysis, reporting, and tracking purposes. Here is a simple 3-step process to extract your chart of accounts:
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Go to Reports in the top menu (or select Reports > Accountant & Taxes > Account List if using QuickBooks Online).
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In the report window, select the Export icon, then choose Export to Excel from the dropdown menu.
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QuickBooks will automatically export your full chart of accounts into an Excel file. The file displays details like account numbers, names, types, balances, and custom fields for all accounts.
This allows you to gain better visibility into your complete chart of accounts outside of QuickBooks. You can save the exported Excel file and reference it anytime for financial reporting and analysis.
Which are the three ways to create a chart of accounts in QuickBooks?
Creating an organized chart of accounts is key for tracking your finances in QuickBooks. Here are the three main steps:
Set Up Account Names
Carefully name each account based on the type of transactions it will contain. For example:
- Sales
- Cost of Goods Sold
- Operating Expenses
- Other Income
Use clear, descriptive names so you can easily categorize transactions.
Assign Account Numbers
Once your accounts are named, assign a unique number to each one. It's helpful to develop a numbering system such as:
- Assets 1000-1999
- Liabilities 2000-2999
- Equity 3000-3999
- Income 4000-4999
- Cost of Goods Sold 5000-5999
- Expenses 6000-6999
Categorize Accounts
Finally, organize accounts into one of five categories:
- Assets
- Liabilities
- Equity
- Income
- Expenses
Proper categorization enables useful financial reporting by type.
Following these three key steps—naming accounts, numbering them, and categorizing them—lays the groundwork for seamless financial tracking in QuickBooks. Let me know if you have any other questions!
How do I setup my chart of accounts in QuickBooks?
Setting up a chart of accounts in QuickBooks is easy with the step-by-step process below:
- Navigate to the Transactions menu and select Chart of Accounts
- Click the New button
- Select the appropriate account type from the dropdown menu (Asset, Liability, Equity, Income, Expense)
- Choose the detail account type (e.g. Bank, Accounts Receivable, Sales of Product Income, Advertising Expense)
- Enter an account number and name
- Add any subaccounts if needed
- Select Save and Close
Be sure to set up all the accounts you need for your business. An organized chart of accounts makes reporting and locating transactions much easier in QuickBooks. You can add, edit or delete accounts later if needed.
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How to Print Chart of Accounts in QuickBooks Desktop
Accessing the Chart of Accounts List in QuickBooks Desktop
To access the full chart of accounts list in QuickBooks Desktop, first open your QuickBooks company file. Next, click on the "Lists" menu and select "Chart of Accounts".
This will open up the chart of accounts window showing the complete list of accounts set up for your company file. From here, you can view, search, edit, add, or delete accounts as needed.
Customizing and Previewing the Chart of Accounts Report
Once the chart of accounts window is open, click on the "Print" button to open the print options. Here you can choose to print either the entire chart of accounts list or only accounts of a certain type.
You can further customize the printout by filtering to only show certain types of accounts, specific accounts by name or number, or accounts that match other criteria. QuickBooks allows adding filters by type, name, and other attributes.
After setting the print options, click "Preview" to view the chart of accounts report and ensure it meets your needs before printing. The preview mode also lets you export as PDF, Excel, etc. if needed.
How to Export Chart of Accounts in QuickBooks Desktop to Excel
To save the chart of accounts list as an Excel worksheet, go through the print preview process above. Once the report preview window is open, click the "Export" button and select "Microsoft Excel Workbook".
Save the exported Excel file to your computer. The workbook will contain the full chart of accounts list which can then be manipulated however needed in Excel for formatting, sorting, filtering, etc. This provides added flexibility beyond the QuickBooks report itself.
How to Print Chart of Accounts in QuickBooks Online
QuickBooks Online (QBO) offers a few straightforward options for printing your chart of accounts (CoA). While less flexible than QuickBooks Desktop, QBO provides the core printing functionality most small businesses need.
Utilizing QuickBooks Online's Print Function
You can print your CoA directly within QBO by following these steps:
- Navigate to the Gear Icon > Chart of Accounts
- Click the Print button in the upper right corner
- Select your desired print layout and orientation
- Click Print and your CoA will open as a PDF
This prints your entire CoA. You cannot select specific accounts to print. The Print preview allows choosing between 2 layouts:
- Condensed: Fits more accounts per page
- Expanded: Shows more detail per account
Portrait or landscape orientation can also be selected.
While QBO's printing options are basic, this method provides a quick way to print your full CoA when needed.
Exporting QuickBooks Online Chart of Accounts to Excel
For more printing flexibility, you can export your QBO CoA to Excel:
- Navigate to the Gear Icon > Chart of Accounts
- Click the "Export to Excel" button
- Your CoA will download as an Excel file
Once exported, you can print your CoA from Excel however you like. Benefits include:
- Filter and select specific accounts to print
- Customize layout with formulas, formatting, etc.
- Insert charts visualizing your CoA
- Print to PDF to share digitally if preferred
So if you need more customization for printing your CoA from QBO, exporting to Excel provides added options lacking in QBO's native print function.
Printing Chart of Accounts in QuickBooks Enterprise
QuickBooks Enterprise offers robust customization for printing chart of accounts reports. The advanced version provides additional flexibility to modify reports to suit your business needs.
Customizing CoA Reports in QuickBooks Enterprise
You can customize the look and contents of your CoA reports in a few ways:
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Rearrange or hide accounts on the report by dragging columns in the customize report layout view. This allows you to highlight important accounts.
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Add or remove columns like description, balance, budget, and prior year totals. Customize columns displayed to focus the report on relevant details.
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Save customizations as new reports to easily print again in the future. Name them by department or purpose for easy report selection.
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Set default filters like date ranges or departments. Define criteria so reports print with relevant subsets of data.
Efficiently Printing Multiple CoA Reports
When you need to print CoA reports regularly or for multiple departments, consider these tips:
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Print in batches using the Custom Reports Manager. Select all the reports you need and print at once.
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Set up memorized reports to save customizations for common CoA reports you rerun. This simplifies printing.
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Export CoA reports to Excel, PDF, or other formats first for easy sharing across departments.
Leveraging Enterprise report customization and print management features allows efficient, tailored CoA reporting. Streamline efforts with flexible options fine-tuned to your business.
Organizing Your Chart of Accounts
Organizing your chart of accounts is crucial for tracking finances and generating accurate reports in QuickBooks. Using account numbers and thoughtfully structuring your chart of accounts from the start will save time down the road.
Why Use Account Numbers in QuickBooks
Using account numbers in QuickBooks provides several key benefits:
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Enhanced organization: Account numbers allow you to group similar accounts together and structure your chart of accounts in a logical way. For example, you may group all expense accounts in the 400-500 range.
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Better reporting: Account numbers make it easier to filter reports and provide the detail you need. You can run reports for specific account number ranges instead of selecting many individual accounts.
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Improved tracking: Adding an account number layer on top of the account name enables more precise tracking of transactions and balances.
Overall, taking the time to assign account numbers leads to a more organized, intuitive chart of accounts.
Creating a Sample Chart of Accounts Numbers in QuickBooks
When setting up your QuickBooks chart of accounts, leverage the default account numbering scheme or create your own structured numbering system. Here is an example to demonstrate best practices:
- Assets 1000–1499
- Liabilities 1500–1999
- Equity 2000–2099
- Income 3000–3999
- Cost of Goods Sold 4000–4999
- Expenses 5000–7999
You can further break down account groupings by adding a decimal point or hyphen. For example:
- 5000-5999 Administration Expenses
- 5020.1 Rent Expense
This allows dozens of accounts while maintaining order. QuickBooks allows account numbers up to 10 digits long.
Understanding QuickBooks Account Number Length
The default account number length in QuickBooks is 5 digits. However, you can customize the account number length in QuickBooks Desktop under Edit > Preferences > Accounting > Company Preferences.
Setting a longer account number length allows further breakdowns for detailed tracking. A length of 8-10 digits is typical for larger organizations. However, 5 digits is sufficient for most small businesses getting started.
Regularly Reviewing and Updating Accounts
As your business evolves, periodically review your chart of accounts to ensure it reflects your current needs. Consider the following best practices:
- Review account usage every 6 months. Delete unused accounts.
- Add new accounts as necessary based on changes in business activities, reporting needs, regulations, etc.
- Rename unclear account names.
- Reorganize account number groupings if helpful.
Keeping your chart of accounts up-to-date saves time, avoids confusion, and enables accurate financial reporting. Put twice-yearly reviews on your calendar.
Conclusion: Maximizing Chart of Accounts Efficiency
Summary of Key Steps for Printing Chart of Accounts
To print the chart of accounts in QuickBooks Desktop or Online, the key steps covered in this guide include:
- Navigating to the Chart of Accounts list from the Accounts menu
- Customizing the view using filtering and sorting options
- Selecting Print > List to open the Print window
- Choosing print settings like orientation, margins, filters
- Previewing the output before printing to confirm it looks correct
Keeping the chart of accounts properly organized and printing it when needed can help improve bookkeeping efficiency.
Exploring Additional QuickBooks Resources
To learn more about using QuickBooks chart of accounts and other features, check out these helpful resources:
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QuickBooks Training Videos - Video tutorials from Intuit covering accounting basics to advanced features.
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QuickBooks Community - Active forums to ask questions and get answers from fellow users.
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QuickBooks Blog - Regular articles with tips, product updates, and expert advice.
Referring to these resources can supplement the information in this guide and support your QuickBooks learning journey.
