Why can't I view all current liability accounts in the drop-down when doing a journal entry?

Hello there, @TaxQuest. I want to ensure you'll be able to create journal entries in QuickBooks Online (QBO).

Thanks for providing details of your concern. To help you with this, could you tell me if you receive error messages? If none, let's perform some troubleshooting steps to determine if this is a browser-related issue. We can start with accessing your QBO using incognito mode to have a clean slate. Below are the shortcut keys you can use:

• Google Chrome: press Ctrl + Shift + N
• Mozilla Firefox: press Ctrl + Shift + P
• Microsoft Edge: press Ctrl + Shift + P
• Safari: press Command + Shift +N

Once signed in, create a journal entry again. If this work, clear the cache of your regular browser. If not, you can utilize another supported browser or device. 

Then, to know what data are transferred after migrating from QuickBooks Desktop (QBDT), you can refer to this article: What to do after you move from QuickBooks Desktop for Windows or Mac to QuickBooks Online.

I'll include this helpful resource that you can use as a guide in navigating your QBO company: What to do after you move from QuickBooks Desktop for Windows or Mac to QuickBooks Online.

I'm here in the Community if you have other queries about creating a journal entry in QBO. Have a good one and stay safe. 

I cleared cache on both Firefox and Edge after logging out and logging back in: same problem.

All accounts successfully migrated including Current Liabilities (numbered 500.100, etc., in case that's an issue)

P&L and Balance sheet (both respective summary and detail) are correct.

It appears that all other accounts appear in the GL drop-down menu except Current Liabilities.

Is there any other possible solution?

Thanks.

I'll share some information about current liability accounts so you'll be guided on what to do, TaxQuest.

A company's liability accounts should appear in your chart of accounts, general ledger, and balance sheet immediately following the asset accounts. This account will usually have credit balances. Since you've already performed the troubleshooting steps provided by my colleague @DivinaMercy_N, and yet the account isn't still showing, you can reach out to our support team to double-check why it's not appearing under the General Ledger's drop-down menu. Here's how to reach them:

1. Click the (?) Help icon and enter Talk to a human (then type it again when prompted).
2. When asked by the bot, enter your concern.
3. Select I still need a human, then proceed with Contact us or Get help from a human.
4. Choose either Chat or Callback.

Furthermore, QuickBooks offers a wide range of reports that cater to your business needs. You'll just have to customize them to make sure you get the information you need most. I've added this article for more details: Run Reports In QuickBooks Online.

Fill me in and keep in touch if you have any questions about your chart of accounts. Remember, we're here to help you all the time.

Chatted with Support, shared screen, and demonstrated the issue. Support engineer consulted with back end team to find there's an ongoing investigation about this issue. I was issued a case number and assured that this issue has been given a high priority for resolution.

I appreciate you chatting with a live representative, @TaxQuest. I want you to know that the urgency of fixing this investigation is our top priority. This way, you'll be able to keep track of your accounts and journal entries accordingly.

At this time, the ongoing issue is still in progress. Rest assured your name was already added to the list of affected users in this investigation (INV-83661). From there, you'll automatically receive email notifications of the latest updates.

Once resolved, you're now ready to record your journal using the correct accounts.

1. Sign in to your account.
2. Go to the +New icon, then Journal entry.
3. Fill in the details.
4. Save the transaction.

I'm also adding this article as your guide: Create journal entries in QuickBooks Online.

If you want to modify your transaction, use this article as your reference on how to reverse or delete it entirely: Reverse or delete a journal entry in QuickBooks Online.

I admire your patience in this matter. I want you to know that I'm always here to help if you have follow-up questions about QuickBooks. Just leave a comment below. Have a good one!

I am experiencing a similar problem.  The first drop-down item is account 2000 which is accounts payable and then four accounts below that is 1000 which is the checking account. That is followed by some income and expense accounts and then the asset and liability accounts are at the bottom. It is truly crazy

I understand how the accounts setup can be confusing and challenging to work with, Carib.

You mentioned that you’re experiencing a similar issue from the original post, where current liability accounts seem to be missing from the journal entry dropdown. Could you please clarify if the liability account isn’t showing at all, or if it’s more about the order or placement of accounts in the list? It will help us provide an accurate response.

If it's about the hierarchy of accounts, please note that in QuickBooks Online (QBO), the arrangement of accounts in the dropdown when creating a journal entry follows the standard order in the Chart of Accounts hierarchy.

This standardized arrangement ensures consistency across accounting workflows and financial reports. That is why liability accounts appear at the bottom, as the order starts with commonly used accounts like Assets (e.g., Accounts Payable, Accounts Receivable, and Bank Accounts), followed by Equity, then Expenses, Income, and finally Liabilities. This arrangement mirrors the structure of financial reports, such as the Balance Sheet, where assets are listed first and liabilities come afterward.

Therefore, there's no option to reorder the account dropdown list from the Journal entry or any other dropdown list. If you work or want to show the liability accounts right away, you can type name of the liability ( e.g. mortgages or loans) from that box dropdown to quickly find them without scrolling. Please see sample screenshot:

Please leave us a response if you have other questions or need further assistance.

I am trying to enter a similar transaction. Want to do:

DR: Expense 500

Cr: Director Loans payable 500

This is an expense paid by a loan by directors. Under payment account dropdown, other current liability options such as director loans aren't listed. They have been created in the chart of accounts.

Its like some of the CR options aren't available under payment accounts.

Hi there, Jen.

Thank you for reaching out. I understand you're trying to record an expense where the payment source is a director loan, but the Director Loans Payable (other current liability) account isn’t showing up in the payment account dropdown.

In QuickBooks, the payment account dropdown only shows accounts classified as Bank, Credit Card, or Cash because it’s designed to track actual funds movement from those account types. Liability accounts, like Director Loans Payable, won’t appear here by design.

To record the expense correctly, you need to use a Journal Entry instead of creating the transaction directly through the Expense screen. Here’s how you can do it:

1. Go to + New in the left-hand menu.
2. Select Journal Entry.
3. In the Journal Entry form:
4. In the Account field on the first line, choose the relevant expense account (e.g., Office Supplies, Rent, etc.), and enter 500 in the Debit column.
5. On the second line, in the Account field, select Director Loans Payable (the liability account you created), and enter 500 in the Credit column.
6. Enter any additional details, like the transaction date and description, to keep your records clear.
7. Save the journal entry.

If you need further assistance related to QuickBooks, don't hesitate to reply. We're always here to help.