How to Use Subaccounts in QuickBooks

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A subaccount in QuickBooks is an account that contains a subset of the information in a larger, more complex account. For example, you might have an advertising expense account with subaccounts for print ads, radio spots and television commercials. Entries you make in a subaccount are automatically reflected in the parent account. You can create and use subaccounts in QuickBooks through the Chart of Accounts window.

  • Open QuickBooks. Click the "Lists" link in the menu bar, then click "Chart of Accounts" in the drop-down menu. This opens the Chart of Accounts window.

  • Click the "Account" button in the bottom of the "Chart of Accounts" window, then click "New" in the drop-down menu. This opens the "Add New Account" window.

  • Click the "Type" drop-down list and select an account type that matches that of the parent account. For example, if the parent account is a "Cost of Goods Sold" account, the subaccount must be the same type.

  • Click the "Subaccount of" button and select the parent account. Enter optional information such as a description of the intended use of the subaccount.

  • Click the "OK" button to add the subaccount. The subaccount will appear in the Chart of Accounts window, indented immediately below the parent account.

  • Click to open the subaccount. You may now select any parent account information you want to assign to the subaccount for ongoing use.

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