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mark21
Level 1

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
28 Comments
RaymondJayO
Moderator

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.?

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!

SaraMc
Level 1

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.

FritzF
Moderator

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.?

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!

ashelley
Level 2

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'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.

BPeters
Level 1

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.

martinvs
Level 1

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!

RaymondJayO
Moderator

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.?

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.

nDarius
Level 1

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 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 ?
 
 
RenjolynC
QuickBooks Team

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.?

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.

andschaan
Level 1

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. 

Anonymous
Not applicable

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.?

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. 
 

charmlle1
Level 1

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.?

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.
VPM
Level 1

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.?

Hi QBO team,

 

Our company has the same problem as the multiple payables are needed for properly accounting and reconciliation. Could you please advise if there is a plan to add this option into QBO?

 

Thanks

Charies_M
Moderator

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.?

Thanks for joining this thread, VPM.

 

I appreciate you for letting us know your preference on how you'd like to expand the ability to use multiple Accounts Payable when creating bills in QuickBooks Online (QBO).

 

We are taking note of your suggestions. When it comes to product enhancement, our developers always made sure to study the benefits of the new features before they release it.

 

While the option is not yet available, I want you to be updated with the latest QuickBooks news and feature release in QBO. Check out this link to get there: QuickBooks Blog.

 

You got me here if you have other questions. I'm always happy to assist you further. Have a great day ahead.

Teri
Level 9

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.?

Interesting and funny.  I am always interested to hear how others do accounting after doing for so long.     If you don't mind me asking, I am curious how you use multiple AP accounts, what purpose they serve?

I have never needed more than one even when our company acquired 20 other companies, but we did not ever use AP for intercompany since there is no cash paid between companies that I have ever seen. What other platforms are you considering?  I have used many other accounting systems so just curious.

 


@BPeters wrote:

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.


 

VPM
Level 1

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.?

Hi QBO team,

 

Please advise if there's estimated date for this option implementation into QBO?

 

Thanks

BettyJaneB
QuickBooks Team

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.?

Glad to have you back here in the Community, @VPM.

 

Allow me to provide some insights about the availability of being able to utilize multiple Accounts Payable when making bills in QuickBooks Online.

 

At this time, we don't have a specific time frame as to when this option will be made available. Rest assured, any updates on this will be posted on our QuickBooks Online Blog site. That said, I encourage you to visit the site regularly.

 

To add up, here are some resources that you can check out about the accounts that are accessible in QuickBooks Online and on how to use them:

Know that you can always get back to me if there's anything else that you need. I'll make sure you're taken care of. Have a good one!

SuperStar777
Level 4

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 have created 3 AP (AP1, AP2, AP3) but the issue from Dec 2020 is the amount is merged to other AP.

How do i fix this issue now ?

I advice you guys not to have multiple AP

Tori B
QuickBooks Team

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.?

Hey there, @SuperStar777.

 

Thanks for following the thread and sharing your concerns. I'm happy to provide insight into using multiple AP accounts. 

 

QuickBooks Online is designed to use only one AP/AR account. However, when you set up multiple accounts, QuickBooks will default to the original account. With that in mind, you have two solutions for this issue. 

 

  • Set up parent and sub-customers to group your open receivables
  • Use location tracking to group payables or receivables

Since your focus is on AP accounts, I would recommend using location tracking. Once you have turned on and set up locations, you can run your report to make sure that all transactions are assigned to a location associated with an Accounts Payable type, and then customize it to report one location at a time. 

 

  1. From the Gear Icon, choose Account and Settings
  2. Go to the Advanced tab and scroll to the Categories section to turn on location tracking.
    •  

 

Once you've turned on location tracking, check out Get started with class tracking in QuickBooks Online for more details about tracking and using locations. 

 

Additionally, you can see How to group Accounts Receivable or Accounts Payable account types for more information about using multiple accounts. 

 

Please let me know if you have any questions or concerns. I'll be here every step of the way. You can reach out to the Community at any time. Take care and have a Happy New Year!

 

 

 

blackholevrg
Level 2

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.?

Quickbooks allows you to create a second aciunts payable but doesn;t allow it to be chosen when adding a bill for example? Why would it allow that? 

 

Secondly, neither location or class (and even customer) are options when running an AP listing or a unpaid bills listing.  So your suggestion will not work.

 

All of these missing features are essential tools for construction contractors.     

 

Angelyn_T
QuickBooks Team

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 appreciate you for joining the thread, @blackholevrg.

 

I can share with you some information about bills and how Accounts Payable (A/P) works with QuickBooks.

 

The system sets a default account for A/P where unpaid vendor transactions (bills) are posted. QuickBooks works this way to avoid mixing your records and keep your books organized.

 

 Yes, you may create a new A/P account and select it when recording bills but the transaction defaults to post to the original A/P account. I've added these screenshots for your visual reference.

 

When assigning your transactions into a class or location, you may run the Transaction Detail by Account report to review your unpaid bills. From there, you can customize the transactions to Bills and group the report by Class.

 

For more tips when running/customizing reports in QuickBooks Online, I recommend checking out the topics from this link: Run reports in QuickBooks Online.

 

If you have any follow-up questions about the QuickBooks accounts or reports, please let me know by adding a comment below. I'm more than happy to help. Have a great day!

ashelley
Level 2

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.?

It would literally take about 30 minutes or less to implement this feature, but Intuit/QB seem completely disinterested in the business needs of their customers. They keep telling us to change our businesses to meet their self-imposed limitations.

 

My work-around is to use Zed Axis:

- I built a custom built spreadsheet to load bills and convert the details to a csv.

- Within the spreadsheet I select the AP account that I want.

- Load into QBO with Zed Axis.

 

This is a pain, but it works.  It is also important to ensure that the last bill loaded by this method uses the default AP account, as every subsequent bill entered via the web interface will be automatically entered against the last AP account used.

VPM
Level 1

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.?

This advice is wrong as A/P account can not be set into category of bill due to QBO functionality

blackholevrg
Level 2

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 have figured out that I can use location tracking to get the unpiad bills report or AP due report by customer.  This requires assigning the same property label as the customer used which is redundant.  But it is a work around until QB decides to add customer to those two reports. 

 

Your suggestion to apply the second AP account created to the "category" or "account" choice does nothing except add a "debit" entry to the second AP account.  That would be absolutely inappropriate.  That would not apply the expense or expenditure to anything other than the second AP account. 

 

What should be available is the opportunity to select a secind AP account when entering bills if for some reason that is what the business needs.  

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