Having more than one Debtors Account for a single currency

QuickBooks Online has one debtors account which all  sales transactions post to. If you migrate to Online, all of your debtors accounts will be carried over, however transactions created online will only post the default debtors account. We welcome any feedback from other users :)

Thanks

Emma

According to your article about the Chart of Accounts, it is possible to have more than one debtors account in Quickbooks Online. In the table, it says "If you need to use more than one debtor account, QuickBooks will let you choose the debtor account that you want to use when you create an invoice or receive a payment."

We have multiple debtors accounts, however on creating invoices, there is no option to choose which account to use (effectively as the Debtors Control Account). At the moment, these are going into the wrong debtors account.

How do I define which debtors account I want my customer invoices to be allocated to?

Hello Phil_UK, thanks for posting on this Community thread, You can have more than one debtors account however you're not able to change the default debtors account so when you create an invoice etc it will use the default account, if you want to use an alternative debtors account you would have to create transactions using journal entries.

Hi Ashleigh,

Thanks for your reply. However, I'm afraid it contradicts what it says on the linked page: "If you need to use more than one debtor account, QuickBooks will let you choose the debtor account that you want to use when you create an invoice or receive a payment."

This clearly says that I can choose which debtor account to use when I create an invoice, so please can you find out and let me know how I make that choice?

Many thanks.

HI Phil_UK, that article is incorrect, I have request an update to it. If you have a look at this link it tells you all about chart of accounts. 

Hi Ashleigh,

That link is the same as the one I put in my original reply. Please look at the table on your link and you will see that it says the same thing under "Debtors" - I should apparently be able to choose which debtors account to use.

If that isn't correct:

   - why does the article say that - has this functionality been removed?

   - why can't that happen, it shouldn't be difficult to code?

   - is the similar section about "Creditors" also wrong?

   - can I rename and renumber my debtors account to call it the Control Account, or will QBO then pick one of the other debtors accounts at random for future invoices?

Many thanks.

Hi Ashleigh,

I really need to know the answer to my last query, as I don't believe I can run a reversible test using QBO live data (unlike when I used to use Sage and could restore from a backup when I wanted to test something):

- can I rename and renumber my debtors account to call it the Control Account, or will QBO then pick one of the other debtors accounts at random for future invoices?

I don't want to risk making this change and find I end up with transactions spread across a range of debtors accounts. My intention would be:

• Renumber the account that QBO is currently using as the debtors account for the sales ledger from 1101 to 1100
• Rename the account from "Tax refunds due" to "Debtors control account"
• Create a new account "1101 - Tax refunds due"
• Transfer the existing tax refund transactions from the new 1100 a/c to  the new 1101 a/c by editing the original transactions
• Expect QBO to continue to use the same account (now "1100 - Debtors control account") to store future transactions when posted to the sales ledger

Will this be correct - or will QBO use one of my other debtor accounts for the sales ledger, meaning I end up with transactions in multiple debtors accounts, and creating a total mess when it comes to payments being received?

Many thanks.

Hello Phil_UK, Yes you can edit all the names on all the accounts and then set up new ones with different names . No it will not mess anything up for you,  no as long as the accounts are named differently you will have no issues.

Hi Ashleigh,

I can see that the link that you posted was updated 2 weeks ago, but it's still showing that we can have multiple creditors and debtors accounts, and that QBO will allow us to choose which one to use. It seems they haven't taken note of your request to correct this.

Hi Phil_UK, thanks so sharing and highlighting this I will be sure to passed this back onto them and let them know again.