Entering an expense, Payment account does not list the account I need. (In this case a shareholder loan/current liability I created). Worked before the stopped working

Hi there, 

Thanks for contacting us in the Community. Recording your transactions is a vital step towards maintaining accurate books. I'll be happy to guide you in the right direction so you can get the resolution you need. 

In the event that an account used to appear before and now it doesn't, I recommend troubleshooting this by clearing cache and cookies on your browser. Clearing cache and cookies helps with fixing most browser issues. You can do this by following the steps in this article: Clear Cache and Cookies. I encourage you to give this a try on your browser when you get a chance. 

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I cleared the browser cache etc to no effect.  Entering receipts works as expected (maybe that's what I remembered). I'm able to search and choose a current liability for payment no problem.  It's just entering an expense where the options are restricted. (There's an unrelated problems with receipts that the multi-currency conversion rate is always 1 forcing my to go find the expense and modify it.)

I see. At this point, I recommend getting in touch with our support team so they can share your screen and help assist you further. This ensures you get the support you need in a timely fashion. Feel free to keep me posted on how you make out. I'll be one message away. 

Hi! I keep running in to this issue as well. Sometimes when I enter an expense, the Liability account that I want to use is an option for Payment Account. But other times, only Bank and Other Current Asset accounts are available. If I try to hand-key the account I want, it prompts me to set up a new one. Did you ever get an answer about what's going on? Thanks in advance!

Thanks for bringing this to our attention, @JZCPA. QuickBooks Online (QBO) utilizes account types to determine the available options for specific fields during transactions. When entering an Expense, the system designates the Payment account field to display accounts appropriate for processing transactions, such as Bank, Other Current Asset, or Credit Card classifications.

This is recording a transaction where money leaves your business for immediate operating costs, such as paying for utilities, office supplies, or rent. It assumes that you’re paying all costs from a liquid account (Bank, Credit Card, or Other Current Asset accounts) in the Payment account field.

To ensure the expense is correctly associated with the liability account, you can select the preferred account in the Category details section. This ensures it is properly linked while accurately reflecting the payment source.

The fact that you were previously able to select a Liability account is an unusual occurrence. To resolve this and verify your account setup, I recommend contacting our dedicated Support team for further review.

1. Sign in to your QuickBooks Online company.
2. Select the Help icon, then Contact Us.
3. Type your question in the designated field, then Continue.
4. Choose either Chat or Callback for support.
   
   

To prevent your chats or calls from being disconnected, I suggest checking our support hours for prompt assistance: Get help with QuickBooks products and services.

For more information, please check out this article: Learn about account types and detail types in QuickBooks.

If you have further questions, please don't hesitate to post them here in the Community space. We're here to help!