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I maintain multiple Accounts Payable accounts when I used QB Desktop, now that I converted to QB Online, I do not see where I can post bills to a specific AP account.?

The bill does not have a choice for AP account
12 Comments
QuickBooks Team

Re: I maintain multiple Accounts Payable accounts when I used QB Desktop, now that I converted to...

Hello there, @mark21

 

Currently, QuickBooks Online (QBO) only uses one Accounts Payable (A/P) account when entering a bill. There isn't an option to choose a specific A/P account. For more details, you can check out this article: How to Manage Default and Special Accounts in the Chart of Accounts

 

We'd love to hear your feedback. I'd recommend submitting feedback to our Product Development Team. This way, our engineers can check this out how you'd like to maintain multiple A/P accounts in QBO, just the same functionality in QB Desktop. 

 

Here's how to share with them your valuable feedback within QBO account: 

 

  1.     Go to the Gear icon at the top. 
  2.     Select Feedback
  3.     Enter your comments or product suggestions. 
  4.     Click Next
  5.     Choose a Category and hit Send message

 

You can track your feature requests through this website: https://feedback.qbo.intuit.com/forums/168199. 

 

If I can be of further assistance, don't hesitate to add a comment below. I'll gladly help. Thank you for doing business with QuickBooks, @mark21!

Active Member

Re: I maintain multiple Accounts Payable accounts when I used QB Desktop, now that I converted to QB Online, I do not see where I can post bills to a specific AP account.?

I would be interested in this feature, too.  I would like to track open purchase orders in a different AP account than actual bills.

QuickBooks Team

Re: I maintain multiple Accounts Payable accounts when I used QB Desktop, now that I converted to...

Hey there, @SaraMc.

 

Thanks for joining this conversation and for showing interest to this feature. Allow me to chime in for a moment and share some information about the Accounts Payable (AP) in QuickBooks Online (QBO).

 

As my colleague mentioned, we highly recommend that you have just one AP account as QBO will only use one. However, you can use the location tracking feature if you have to group or divide your open receivables as a workaround.

 

To do this, you need to turn on this feature first in your company settings. Here's how:

 

1. Go to the Gear icon at the top, then pick Accounts and Settings under Your Company column.
2. On the Advanced tab, click the Edit icon on the Categories section.
3. Choose the category you want to enable and select the settings for that category, then select Save and Done.

 

You can then pick a Location item on the All Lists screen to set up different locations to use. For your reference, you can check out this article for more information: How to set up and use class and location tracking.

 

Once done, you can run a report to make sure that all transactions are assigned to a location associated with an AP, and then customize it to show one location at a time. Here's how:

 

1. Go to Reports menu at the left panel, then type Vendor Balance Detail on the search bar.
2. Ensure that all bills or other transactions have locations noted in the Location column, then click Customize at the upper right.
3. In the Customize report panel, select the Filter item to open that section.
4. Choose one of the locations from the Location drop-down list, then Run report.

 

You can also check out this article for further guidance: How to group Accounts Receivable or Accounts Payable account types.

 

That should answer your concern for today. Please let me know how it goes or if you have any follow-up questions or concerns. I'm always here to help you out. Take care and have a great rest of the day!

Frequent Explorer *

Re: I maintain multiple Accounts Payable accounts when I used QB Desktop, now that I converted to...

I'm jumping in on this thread too: I also want multiple Accounts Payable accounts. 

 

To paraphrase the last piece of advice, as a customer we highly recommend that you add the functionality for multiple AP accounts (just a super-simple drop-down list) because that's how we run our businesses. Software should conform to the business, not the other way around.

 

I won't be using the location tracking as a work-around because I use location tracking for... location. I also want the various AP accounts to show on the normal Balance Sheet. 

 

So I guess for now the "solution" is to work-around the problem with journals. Quite clunky and time consuming.

Active Member

Re: I maintain multiple Accounts Payable accounts when I used QB Desktop, now that I converted to QB Online, I do not see where I can post bills to a specific AP account.?

I also need to be able to have multiple different AP accounts.   We were recently acquired and are now operating as a subsidiary in a group of companies.  Having separate AP accounts for tracking inter-company billing and transactions is necessary for proper consolidation accounting.   The QB Online team ought to consider that not having this capability is a reason to migrate to a different platform.  It should be easy enough to enable, given that the desktop version and every other proper accounting system can do it.

Active Member

Re: I maintain multiple Accounts Payable accounts when I used QB Desktop, now that I converted to QB Online, I do not see where I can post bills to a specific AP account.?

An option for different AP and AR accounts is definitely a must. Not only for the reasons mentioned above, also for inter-company reconciliation purposes!

QuickBooks Team

Re: I maintain multiple Accounts Payable accounts when I used QB Desktop, now that I converted to...

Hello there, @martinvs

 

Maintaining a single AP and AR account is a general recommendation in organizing your books in QBO. Having a multiple AP and AR accounts is a great suggestion for your inter-company reconciliation purposes.

 

Also, please know that we are listening to all your comments to help improve your experience using the program, @ashelley and @BPeters. Rest assured, I can pass your feedback along here on my end. In the meantime, I'd suggest checking out these blog posts for more product innovations. 

 

If you have other product-related questions, feel free to browse these helpful articles

 

You can count me in if there's anything else you need. Thank you.

Active Member

Re: I maintain multiple Accounts Payable accounts when I used QB Desktop, now that I converted to...

I accidentally created another AP account within QB Online. Here is the message I am getting when trying to change it to something I can use:

 

Something’s not quite right
You cannot change the detail type of an account to be Accounts Payable (A/P) or change an Accounts Payable (A/P) detail type account to be another detail type.
 
What is the reason to allow creating multiple AP accounts since they can not be used per comments above and why not allow me change to other account type ?
 
 
QuickBooks Team

Re: I maintain multiple Accounts Payable accounts when I used QB Desktop, now that I converted to...

Hi there, nDarius.

 

The moment an account is created, you can only edit it with the same Account and Detail Type. You can, however, delete the account and create another one, or merge it to the other Accounts Payable account.

 

To make an account inactive, you can follow these steps:

  1. Click the Gear icon located in the upper right-hand corner.
  2. Under Your Company, click Chart of Accounts.
  3. Locate the account and click the arrow next to View register link.
  4. Choose Make Inactive.

If you want to merge the account, I've got this article that has the step by step instructions: How to merge accounts.

 

Here's also an article that has more details about the default and special accounts in the Chart of Accounts.

 

We're always here to help if you have other questions or concerns. Thanks.

Established Member

Re: I maintain multiple Accounts Payable accounts when I used QB Desktop, now that I converted to QB Online, I do not see where I can post bills to a specific AP account.?

We have the same problem here in company. We would need to separate informations inside Accounts Payable. 

QuickBooks Team

Re: I maintain multiple Accounts Payable accounts when I used QB Desktop, now that I converted to...

Hi, andschaan.

 

Creating multiple Accounts Payable is possible in QuickBooks Online. Though, the system will automatically track your bill transactions to the default AP account. If you want to transfer to another AP account, you might seek assistance from your accountant to do a journal entry. 


I’ll surely, take note of this preference and pass this over to our developers for future updates. 


Feel free to post again here in the Community space if you need anything else. 
 

Established Member

Re: I maintain multiple Accounts Payable accounts when I used QB Desktop, now that I converted to...

Done. I sent feedback through the website. I also added this link to show that there is demand for this feature - ESPECIALLY since QB Desktop already has this feature. Thank you.