I'm importing a sales entry (we are a restaurant group so no AR) however I would like to post my credit card receipts in an AR GL for reconciling purposes since the funds are received right away. I'm receiving the following error message:
QuickBooks error message: Only one a/r or a/p account allowed per transaction. 
but I only have 1 AR GL in the import. Does Quickbooks consider the bank or some other GL as an AR/AP GL? Could it be my tax accounts that it's considering as an AP account?
Does anyone have a work-around for this? Thanks.
No, it doesn't. If you're getting this message than that means you're attempting to use more than one instance of these accounts, which isn't allowed (just like not allowed when using QB.)
What do you mean regarding reconciling an AR account? Usually only bank and CC accounts are reconciled.
My credit card account is classed as an AR account so I have 2 AR accounts in my entry, credit cards and undeposited cash. I've tried using just 1 AR account but that doesn't work either. I'm wondering if it's because I also have a liability account in my entry for sales taxes and it's considering that as an AP account.
Basically I want to put both my undeposited cash and credit cards into a GL for future reconcilation when I receive the payments from merchant services or actually deposit the cash funds in the bank.
Normally in prior systems the entry would be something like this:
credit sales tax liability
debit AR credit cards (I could use the same GL as the cash)
debit AR undeposited cash (I could use the same GL as the credit cards)
It seems that Quickbooks doesn't like this entry so I was wondering if anyone had a work-around.
AR is a type of asset; you don't use AR "specifically" if you are not using Customer Names and Invoices. You want a Different Asset type. Your merchant account CC would be Bank. You stated you have the funds right away; that means CC settlement from Sales is either in Undeposited Funds (waiting to be deposited to operating bank) or in a Bank account of its own, like this:
Heartland CC bank <== sales Payments by CC go here
They take a fee, so you enter that as a Check Expense.
They settle to Checking, so you enter that as a transfer.
Nothing here is AR.
Undeposited Cash is not AR; you already have the money. That is either a Cash On Hand Bank, or the Undeposited Funds account, which is a type of Asset.
So, nothing here is AR, either.
AR = you have yet to be paid, by individual client Names. Think of Customer house charge account = AR.
"Normally in prior systems the entry would be something like this:
credit sales tax liability
debit AR credit cards (I could use the same GL as the cash)" <== Debit to a BANK type
"debit AR undeposited cash (I could use the same GL as the credit cards)" Put into UF or Cash Bank
"It seems that Quickbooks doesn't like this entry so I was wondering if anyone had a work-around."
QB has Better Tools; use the Daily Sales Summary, for example:
It makes a Prefilled in Worksheet for clerical entry, and ends at 0 (in balance) for data assurance and quality control.
You are correct in most of your assumptions however credit cards are AR has the funds are not received the same day. In fact Amex is received after several days. You are correct however that undeposited cash is not AR.
If I understand correctly however you are saying to create "bank" type GLs instead of AR, correct. If coded in this fashion, it would work (which is exactly how I did get my import to work).
Hello there, RD3.
Thanks for getting back to us and elaborating how you'd want your accounts to work.
As mentioned by one of our helpful Allstars (accountant) @qbteachmt, QuickBooks generally consider credit card entries as bank transactions. Once they are downloaded into the program, you can either put them in the Undeposited Funds for deposit, or directly to the designated account.
I'm glad you're able to successfully import the transactions you need in QuickBooks Desktop. You can check out these articles for future reference:
The Community is a great place for you to request QuickBooks assistance. It is also the perfect place to connect with accounting professionals and other users. Don't hesitate to post your future concerns, or join in on the thread here.
Have a great day!