QB Issue Resolution:

Moving names from one list to another
Answer ID: 1110

Below we list the most commonly-asked scenarios, but this process will work when moving any name from one list to another.

Employee to a Vendor
Vendor to an Employee
Customer to a Vendor
Vendor to a Customer

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To change an Employee to a Vendor:

Set up a new Vendor name (QuickBooks Online doesn’t allow duplicate names):
Choose Vendors from the left side menu
At the top right, click New Vendor
In the Full Name field, choose a name one keystroke different from the Employee name (such as John Smith1 if the Employee name was John Smith, for example).
Enter the rest of the contact information.
Click Save.
The steps you take next will depend on whether or not you created paychecks and shouldn’t have.
If you didn’t create paychecks:
Edit all transactions listed under this person’s Employee name and change them to their new Vendor name.
Delete this person’s Employee name if desired.
Edit this person’s Vendor name if desired.
If you created paychecks and need to create a W-2 for this person at the end of the year:
Leave all transactions as they are since paychecks must be listed under this person’s Employee name to create the W-2.
If you created paychecks for this person and shouldn’t have:
Delete all paychecks that are listed under the Employee’s name and recreate them as checks to the Vendor’s name.
File any necessary amended returns. If you withheld taxes and shouldn’t have, you may need to refund this person and talk to any agencies you made payments to for a refund.

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To change a Vendor to an Employee:

Set up a new Employee name (QuickBooks Online doesn’t allow duplicate names):
Choose Employees on the left side menu
At the right click Add Employee
In the Full Name field, choose a name one keystroke different from the Vendor name (such as John Smith1 if the Vendor name was John Smith, for example).
Enter the rest of the contact information.
Click Save.
Your next steps will depend on your situation.
If this person needs a 1099-MISC at the end of the year:
Leave all transactions as they are since they must be listed under this person’s Vendor name to create the 1099-MISC.
If this person should have received paychecks but they were created as regular checks under their Vendor name:
Consult with your accountant.
This person may have needed to have been included on past payroll forms, which QuickBooks Online could not have done if they were listed as a Vendor instead.
Your accountant can advise you best on how to handle the taxes and forms in this situation.
If this person doesn’t need a 1099 MISC and didn’t receive pay that should have been recorded as a paycheck:
Edit all transactions listed under this person’s Vendor name and change them to their new Employee name.
Delete this person’s Vendor name if desired.
Edit this person’s Employee name if desired.

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To change a Customer to a Vendor:

Set up a new Vendor name (QuickBooks Online doesn’t allow duplicate names):
Choose Vendors from the left side menu
At the top right click New Vendor
In the Full Name field, choose a name one keystroke different from the Customer name (such as John Smith1 if the Customer name was John Smith, for example).
Enter the rest of the contact information.
Click Save.
Run a Transaction List by Customer report to get the accounts, dates and amounts attached to the customer.
Edit each transaction linked to the customer, and then save them to the new Vendor name.
Once all transactions are edited/added, delete the Customer name.
Edit the Vendor name, if needed.

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To change a Vendor to a Customer:

Set up a new Customer name (QuickBooks Online doesn’t allow duplicate names):
Choose Customers on the left side menu
At the top right, click New Customer.
In the Last Name field, choose a name one keystroke different from the Vendor name (such as John Smith1, if the Vendor name was John Smith, for example).
Enter the rest of the contact information.
Click Save.
Run a Transaction List by Vendor report to get the accounts, dates and amounts attached to the vendor.
Edit each transaction linked to the vendor, and then save them to the new Customer name.
Once all transactions are edited/added, delete the Vendor name.
Edit the Customer name, if needed.

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Details
Answer ID 1110
Products QuickBooks Online Simple Start (H)
QuickBooks Online Essentials (H)
QuickBooks Online Plus (H)
Categories Using This Product
Date Created 11/13/2006 12:30 PM
Date Updated 11/04/2014 01:39 PM
Allow Crawling? Yes

Resolution for Issue 'Moving names from one list to another.' available: Yes (Solved).
Source: Intuit Community forum.

Moving names from one list to another.: this issue or error code is a known issue in Quickbooks Online (QBO) and/or Quickbooks. Support for this issue is available either by self-service or paid support options. Experts are available to resolve your Quickbooks issue to ensure minimal downtime and continue running your business. First try to resolve the issue yourself by looking for a resolution described below. If it is a complex issue or you are unable to solve the issue, you may contact us by clicking here or by using other support options.

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