Customer with multiple accounts?

Hello again Kalee,

I love your dedication to making sure you have the best setup for your company file. This'll help you keep things in order when it comes to managing the different tasks in your books. I'll gladly go over the options for setting up customers in QuickBooks Desktop with you.

While it's possible to set up a customer multiple times in your books, the stipulation you'll have to keep in mind is with how they're named. The program only allows you to use a name once, so changing the name in some way is necessary if you're looking to enter them more than once. Since you mention your customer having divisions to his company, you could consider identifying the additional profiles by those divisions.

Another thing to consider is setting them up as sub-customers. This will categorize them all under the main customer so you can easily recognize them and organize the related transactions. It might look something like this.

You'll notice that the program tracks the funds in two ways: showing you the open balance for all the accounts together on the main customer and showing the open balance for the specific sub-customer. In my example, I created an invoice for John Smith of $1,130 under his name, and then another for $500 under the Products Division.

In QuickBooks Desktop, sub-customers are set up as Jobs. Here's how it's done.

1. In the Customer Centre, select New Customer and Job.
2. Select Add Job.
3. Name the job.
4. Pick the main customer name from the drop-down menu in the top right of the New Job window.
5. Enter other details as desired.
6. Click OK to save.

You can learn more about this option by reading the in-product articles. Here's how to pull them up.

1. Select Help from the top menu.
2. Choose QuickBooks Desktop Help.
3. Select the Help tab.
4. Click the Search button.
5. Enter keywords into the search bar and hit Enter on your keyboard.

You can search using terms like "sub-customer" or "jobs" to determine if this is the right fit for you. As I mentioned before, an accountant is a great asset for these situations if you're not feeling sure. Here's that link again for how to find one if you need: Find an Accountant.

Enjoy your week!