Mapping A/R accounts

The most efficient way to combine your secondary A/R accounts into default accounts is by merging them in the Chart of Accounts, MCS63.

If you only make the secondary A/R a sub-account, the invoices will still reflect in the default parent A/R, but merging is the more straightforward solution for consolidation.

Here's how:

1. Go to the Chart of accounts.
2. Find the secondary Accounts Receivable (A/R) account you want to merge.
   • To help in this task, enter in the Search field an applicable keyword to display only the A/R accounts that you want to merge.
3. Click the dropdown arrow beside View register and choose Edit.
4. Rename this account to exactly match the name of your default A/R account. The name must be identical, including capitalization and spacing.
5. Then hit Save.
6. Confirm the merge by selecting Yes, merge accounts.
7. After confirming the merge, click Save again.

What you've mentioned is correct, merging accounts is a permanent action. Once you do this, all the transactions from your secondary account will automatically be moved to your main A/R account, and you won't be able to separate them later. Because you have many transactions in the secondary account, it's a good idea to check your reports afterward to make sure everything looks correct. You can consider running a report showing what customers owe before and after the merge to confirm everything is in order. 

For comprehensive guidance on how to merge your account in QuickBooks Online, check out this article: Manage default and special accounts in your QuickBooks Online chart of accounts.

Before we wrap up, I suggest you explore QuickBooks Live Expert Assisted to streamline your accounting, maintain precise financial records, and access professional support. This could free up valuable time, allowing you to concentrate on expanding your business.

If you have additional concerns about combining your A/R accounts in QBO, don't hesitate to return to the Community. We'll provide continuous assistance.

Thanks for the detail.  Another question.  If I were to make the default A/R inactive, is it possible to use the secondary A/R as the default.  Simple QB Online is limited, so I doubt it, but I have about 1,200 transactions so I am trying to minimize the amount of tracking I will have to do.  I have several hundred journal entries to get the transactions from the default A/R to the secondary one, which means that if I combine the two I will have to edit the account and remove all of the journal entries, then go through everything again to make sure there are no duplicates.  I have no option to back up my data before merging the account because I only have QB Online Simple Start.  QB desktop, which I used for 20 years, was much more sound in terms of the options I had to manipulate data.

Thanks for the detail.  Another question.  If I were to make the default A/R inactive, is it possible to use the secondary A/R as the default.  Simple QB Online is limited, so I doubt it, but I have about 1,200 transactions so I am trying to minimize the amount of tracking I will have to do.  I have several hundred journal entries to get the transactions from the default A/R to the secondary one, which means that if I combine the two I will have to edit the account and remove all of the journal entries, then go through everything again to make sure there are no duplicates.  I have no option to back up my data before merging the account because I only have QB Online Simple Start.  QB desktop, which I used for 20 years, was much more accessible in terms of the options I had to manipulate data.

@MCS63  "I have several hundred journal entries to get the transactions from the default A/R to the secondary one, which means that if I combine the two I will have to edit the account and remove all of the journal entries, then go through everything again to make sure there are no duplicates."

I may be misunderstanding you here, but when you merge most anything in QB, it will change all of the transactions that used the now merged account to reflect the new account name.

While it would look fairly silly to have hundreds of JEs that are moving $X from your new A/R account to your new A/R account, I don't think it would actually have an impact on your books, assuming the JEs were done correctly to start with. It would be, in effect, a lot of transactions moving money from your right hand to your right hand.

Thank you for getting back to us, @MCS63. In QuickBooks Online (QBO) Simple Start, you cannot use a secondary Accounts Receivable (A/R) account as your default A/R account.

By default, QBO Simple Start only allows a single A/R account to manage all accounts receivable transactions. I recommend merging them into single accounts. Here is an article you can refer to for the complete details and procedures: Merge duplicate accounts, customers, and vendors in QuickBooks Online.

When everything is set, you can run a report for Accounts Receivable. This article will guide you through the steps: Run an accounts receivable aging report.

You can comment below if you have additional questions about managing your accounts in QuickBooks Online. I'm always here to help. Have a great day.