Multiple Receivables GL Accounts & Can I Create Multiple AR Aging Reports for each Receivable GL Account?

SH042924 · ‎June 21, 2024

I have multiple receivable GL accounts in my book, and I'd like to have AR aging report for each single receivable GL account. Can this be done? If it can, how can I do so? (I use Quickbooks Enterprise)

AlverMarkT · ‎June 21, 2024

Hi, @SH042924. Warm greetings.

Yes, generating Aging Reports for each of your Accounts Receivable (A/R) in QuickBooks Desktop (QBDT) can be done. I'd be glad to assist with running the report.

You can consider running multiple A/R Aging Detail for each of your A/R accounts in your General Ledger (GL). Then, filter each report only to display data for a corresponding A/R account. Here's how:

Go to the Reports menu in your QBDT. Then, Customer and Receivables.
Choose A/R Aging Detail report.
Select Customize Report.
Click on the Filters tab.
Select Account in the Filter section. Then, choose an A/R account from the drop-down list.
Hit OK.
Repeat all the steps for each A/R General Ledger account.

If you need to save the current customizations of your reports in QBDT, let me add this article as a future reference: Create, access, and modify memorized reports.

We'll be here in the Community if you have further questions about running reports for your A/R accounts in QBDT. We'll do our best to assist. Take care!

View solution in original post

AlverMarkT · ‎June 21, 2024

Hi, @SH042924. Warm greetings.

Yes, generating Aging Reports for each of your Accounts Receivable (A/R) in QuickBooks Desktop (QBDT) can be done. I'd be glad to assist with running the report.

You can consider running multiple A/R Aging Detail for each of your A/R accounts in your General Ledger (GL). Then, filter each report only to display data for a corresponding A/R account. Here's how:

Go to the Reports menu in your QBDT. Then, Customer and Receivables.
Choose A/R Aging Detail report.
Select Customize Report.
Click on the Filters tab.
Select Account in the Filter section. Then, choose an A/R account from the drop-down list.
Hit OK.
Repeat all the steps for each A/R General Ledger account.

If you need to save the current customizations of your reports in QBDT, let me add this article as a future reference: Create, access, and modify memorized reports.

We'll be here in the Community if you have further questions about running reports for your A/R accounts in QBDT. We'll do our best to assist. Take care!

SH042924 · ‎June 24, 2024

Thank you, Alver!

I just noticed that although I'd like to see the AR aging of two different AR accounts, but I'd need to ensure an invoice input can connect to two AR accounts at the same time. (an account receivable for the portion of sales gross amount minus retention held amount; another account receivable for the portion of retention that's being held by the customer)

Do you know how I may do so?

SheandL · ‎June 24, 2024

Hi there, @SH042924. It's great to hear that my colleague's answer helped you in your prior post. I'm here to provide additional information about your concern.

In QuickBooks Desktop (QBDT), please know that we can only assign a one Account Receivable (A/R) account to a single invoice. This is because recording an invoice to multiple A/R accounts will make it challenging to track which portion of the invoice belongs to each A/R type.

Based on the details you've provided, you can consider recording the invoice to one A/R account as a workaround. Then, using a clearing account, create a Journal Entry (JE) to move funds from one A/R of the portion of the sales gross amount to another A/R of the retention amount held by the client. I'd be glad to assist you with accomplishing this in QBDT.

First, record the invoice with the total amount to one A/R account. Then, set up a clearing account. Here's how:

Head to the Lists menu, and choose Chart of Accounts.
On your lower right, click the Account dropdown, then select New.
Select the Bank radio button, then Continue.
In the Account Name field, write Clearing Account or Retention Clearing account.
Leave the opening balance blank.
Select Save & Close.

After this, proceed with creating the journal entry using the clearing account. For additional guidance, refer to the To use a clearing account section of this article: Set up and use a clearing account.

Just a disclaimer, since this process involves creating a journal entry, it would be best to collaborate with your accountant to ensure your books and financial reports are accurate.

You can check out this article for guidance on how to send a scheduled report on a regular and recurring time: Set up and modify Scheduled Reports.

Feel free to reply to this post if you have more questions about assigning two accounts in a single invoice. I'll be happy to help you.

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Multiple Receivables GL Accounts & Can I Create Multiple AR Aging Reports for each Receivable GL Account?