Bill entry

Hello,

QuickBooks Online has a default Accounts Payable account that is pre-set for use when entering bills.

Although you can create additional AP accounts in the Chart of Accounts, there is currently no way to specify those other accounts when entering a bill.  You would have to use them through Journal Entries.

Thanks for the response, I appreciate it.   It does seem like a step backwards from the desktop version which is a bit surprising.  Do you know how I can change the default account?

Hi there. I want to share a few other details in addition to mazar's response about your concern when entering bills in QuickBooks Online.

The QuickBooks Desktop and QuickBooks Online are two different platforms so there are certain features in QBDT that are unavailable in QBO. One such functionality is the ability to select a specific Accounts Payable ( A/P ) account where you want the bill to go. 

Every time you add bills in QBO goes to the default A/P account. Although you can create additional A/P on your Chart of Accounts like what mazar mentioned, there isn't a way to specify those other accounts when adding bills. To do this, you'll have to use them through Journal Entries. Here's how:

1. Click on + New.
2. Select Journal entry.
3. On the first line, pick an account from the Account field. Depending on if you need to debit or credit the account, add the amount in the correct column.
4. Go to the next line, and choose the other account you're moving money to or from. Depending on if you entered a debit or credit on the first line, enter the same amount in the opposite column.
5. Check the amounts - you should have the same amount in the Credit column on one line and the Debit column on the other. This means the accounts are in balance.
6. Enter information in the memo section so you know why you made the journal entry.
7. Hit Save and new or Save and close.

Moreover, you're unable to change the default A/P account as it may result an incorrect posting of the transactions. See this to learn more about handling default accounts: Manage default and special accounts in your QuickBooks Online chart of accounts.

Please let me know how everything goes in the comment section. I'll be here if you need anything else. Take care always!

Thanks again for the responses, they have been very helpful.   However, would you be able to provide clarification on selecting Accounts Payable as a category.  Categories are where I currently have the expense items (debits) listed.   Won't selecting Accounts Payable here simply debit the liability account, which would be offset by the credit that automatically goes to the liability account when a bill is posted?

@9130357217091406 

The answer given by @Mich_S  is wrong.  You cannot select A/P as the category on a bill.

"Do you know how I can change the default account?"

There is no way to change the default AP account.  It will always go to the main Accounts Payable account when using the "Enter Bills" screen.

You're right, @mazar. 

There isn't a way to change the default Accounts Payable account. Every time you enter bills in QuickBooks Online it'll always be allocated to that account. Also, kindly review my response and suggestions above as I already updated it. Visit this to learn more about handling default accounts: Manage default and special accounts in your QuickBooks Online chart of accounts.

Feel free to explore this extra module about keeping track of vendor payments: Enter and manage bills and bill payments in QuickBooks Online.

Keep in touch if you have other clarifications or need help with bills or QuickBooks. The Community is available 24/7. Keep safe!

@mazar 

As others have mentioned, you cannot change it.  It makes zero sense to be able to create additional A/P accounts but be unable to post to them except with a journal entry.  It's a complaint that has been made many times but it is clear they are not going to implement it.  

I would hope the QB's Team would try and implement QBO this feature to select a specific Accounts Payable (A/P) account when using Bill entry since it is a very valuable feature on QBDT.

I understand the importance of choosing a specific Accounts Payable (A/P) account when entering bills in QuickBooks Online (QBO), Karen.

Please know that your opinion matters most to us, and we consider it when improving our product. While this option is unavailable, I'll help you relay your valuable insight to our software engineers. This way, they can assess your suggestion and consider bringing this feature over to this platform in the future. To do that:

1. Go to the Gear icon.
2. Select Feedback under Profile.
3. Enter your request and click Next.

Furthermore, you might be interested in uploading receipts to QBO, so the system will extract details from it and generate a transaction for you to review and categorize.

Fill me in if you have other concerns about entering bills in QBO. The Community team is here to assist you all the way. Stay safe, and have a good one.