How do I point customers invoices to a specific Accounts Receivable account when I have three separate A/R account numbers?

TerryS54 · ‎December 07, 2023

When we migrated from Desktop to QBO the customers were in their proper A/R accounts. Now we are entering in new invoices and they are going to some of the wrong A/R accounts. The individual agings are wrong now

BigRedConsulting · ‎December 07, 2023

@TerryS54 RE: "How do I point customers invoices to a specific Accounts Receivable account when I have three separate A/R account numbers?"

You can't. QuickBooks Online only uses one Accounts Receivable account for your Accounts Receivable activity. You can set up as many A/R type accounts as you want, but Online will only use the one it has decided is its default.

This is one of a long, long, list of QuickBooks Online deficiencies when compared to QuickBooks Desktop.

View solution in original post

LollyNino_C · ‎December 07, 2023

Greetings, @TerryS54. I'll be happy to assist you with your accounts receivables to ensure the total is balanced and to offer some potential causes and suggested solutions to help you fix the problem.

In QuickBooks Online, you can set up multiple Accounts Receivable (A/R) accounts, but only one designated as default is used for A/R activity.

The most efficient way to clear any accounts receivable in QuickBooks Online is to create a Journal Entry (JE) and reverse it. To do this, enter an end-of-period date and reverse it on the following day. However, it's always best to consult your accountant before making any financial decisions to ensure what's best for you and your business.

Here's how:

Go to the Plus (+) icon, then select Journal entry under Other.
Enter the Journal Date.
Under the Account drop-down, choose the account affected by the transactions, then enter the amount in the Debit column.
On the second line, add the Accounts Receivable.
Select the customer's name in the drop-down.
Leave a reason in the Memo field.
Tap on Save or Save and close button to record the transaction.

After that, you can now reverse it by following the steps below:

Select the Search icon on the toolbar.
Find the journal entry you created and open it.
Elect Reverse.
Change the Journal Date to one day after the original journal entry's Journal Date.
Tap Save and Close.

Now you can apply the JE to the existing balance. For detailed information, check out this article: Resolve A/R or A/P balances on a cash basis Balance Sheet.

When everything is in place, you can utilize this article for future reference: Reconcile an account in QuickBooks Online. This link can walk you through the steps in matching your accounts effectively.

You can refer to the article about how features and data move from QuickBooks Desktop to QuickBooks Online. You'll want to expand the transaction section.

You're always welcome to visit the Community again if you have any other questions about generating financial reports. We are always here to assist you.