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When opening statements, it opens with a non-existent A/R account which is persistant. I change it, but it will not save my selection. See attached image. LeizylM has suggested to run Verify/Rebuild in the Utilities tab. That did not fix it.
Solved! Go to Solution.
Based on your screenshot showing the AR account on the Create Statements window, you do have more than one A/R account.
When there is only one A/R account, the Create Statements window looks like this:
When there is more than one A/R account, then QuickBooks adds the Account field so you can pick:
And - important! - the window picks whatever AR account it finds first on your chart of account, even if the first account is inactive/hidden.
QuickBooks does the same thing on other windows like invoices. If you see an Account field at the top of your invoices or credit memos or on your receive payments window, that also means you have more than one A/R account:
I suspect that if you open your chart of accounts and pick Show Inactive Accounts from the Account button, then you'll see the additional A/R account, like this, with an X next to it:
If the accounts don't appear together by type as above, but all jumbled like below, then click the little diamond thing at the top of the list next to the Name label, which returns the list to its natural order by account type:
Also, normally an A/R account named "Accounts Receivable" would appear first before "Correction for Bank Account"- because the COAs is - by default - auto-sorted by account name within each account type. But that isn't happening in your case. I suspect this is because your list is in "custom sort" order.
So, to make your "Accounts Receivable" account appear first - so that it will appear by default when creating statements - you can do one of three things:
1 - Delete the unwanted AR account. - You can only do this if the account isn't actually used on a transaction.
2 - Return the entire Chart of Accounts to auto-sorted order: Do this by picking Re-sort List from the Account button at the bottom of the Chart of Accounts.
3 - With your mouse, click and hold the little diamond next to the the "Accounts Receivable" account and drag it above the "Correction for Bank Account" and then let go.
When you get done with steps two or three, the A/R accounts should look like this, with the "Accounts Receivable" account listed first:
And if so, then the Create Statement window will pick the first account it finds, now the "Accounts Receivable" account.
Hope this helps!
I have another fix to use in resolving your concerns with assigning Account Receivable (A/R) accounts on statements, @llz1.
Your effort in performing the troubleshooting guidelines shared by my colleague is much appreciated. In this, I’ll outline the other way to keep you away from re-assigning the appropriate A/R account. Thus, we can utilize the QuickBooks Tool Hub to help fix problems and errors.
Firstly, you'll want to ensure your QuickBooks Desktop is up to date to have the latest features and fixes. Then, create a backup of your company file to restore your data in case you run into problems.
Once done, let's run the Quick Fix My File from the QuickBooks Tool Hub to start fixing it. Here's how:
After this, proceed to Step 2: Use the tools in the QuickBooks Tool Hub. A Launchpad will display various tools appropriate to your concern. From there, you can select Program Problems that fix common problems when working in the program.
I also added this resource for your reference: Fix common problems and errors with the QuickBooks Desktop Tool Hub.
Providing you with the methods of resolving QBDT concerns is my top priority. Please leave any more questions you may have in the comments section. I'll be here to answer them for you.
After following your instructions, my issue is still persistent.
Are you saying that you do not have an A/R account called "Correction for bank account" in your chart of accounts?
Thanks for the update, llz1. I'll route you to the best support who can help fix the non-existent A/R account on your customer statements.
Since the issue is still persistent despite performing the troubleshooting steps recommended by my colleagues, I encourage you to reach out to our Technical Support team. They can initiate an investigation and help you get this fixed accordingly. Here's how:
Additionally, creating customer statements is part of your usual A/R workflow in QuickBooks Desktop (QBDT). To see other customer-related transactions, please see this article: Get started with customer transaction workflows in QuickBooks Desktop.
Let me know if there's anything else you need in managing customer statements and other income transactions in QBDT. I'm always ready to help.
Forgive me if this sounds basic and you've done this already but I have seen many users that have so many accounts (thousands) in their COA that they just miss it. Have you organized your COA by TYPE so all A/R accounts are listed together? Have you searched for that account using the search bar?
Thanks, but yes I have. There is only 1 A/R account in my chart of accounts. Should I be checking this somewhere else?
They couldn't help either. I found if selecting additional option in statements "do not create statements if there is no account activity," then a notification box appears which tells me no statements can be generated due to not activity during the period. That will remind me to change the A/R field to accounts receivable rather than correction for the bank account. However, I have not figured out how to set that addditional option so that when statements is opened it is already selected. Any suggestions on this?
Hi llz1,
I'm glad to see you here in the Community. Allow me to chime in and help you with your concern about the customer statements in QuickBooks Desktop.
QuickBooks displays the A/R Account field only when your Chart of Accounts contains more than one A/R. I recommend reviewing the second time and checking for any other active account with the same type.
Here's how:
Here's a sample screenshot of the statement section with one A/R account only:
If you're still seeing one active A/R account and getting odd behavior, proceed with re-sorting your chart of accounts. It makes your lists go back to their default order.
Additionally, you can also run reports to view data entered on your company file. I've included a link you can check out to learn how to personalize report data depending on your business needs: Customize reports in QuickBooks Desktop.
Drop a response below if you still have questions or concerns about generating statements or reviewing accounts in QuickBooks. We'll be sure to lend a hand.
I only have 1 A/R account in my chart of accounts. I did resort still only 1 A/R account shows up. I will have to see if a customized report will work for me. Nothing else has worked.
"QuickBooks displays the A/R Account field only when your Chart of Accounts contains more than one A/R. I recommend reviewing the second time and checking for any other active account with the same type."
That's not correct. Account type shows up when there's only one A/R account. At least it does in all the Desktop versions I've ever used.
I just wanted to thank you for all of your help anyway. I am amazed at the levels of expertise of this community.
Based on your screenshot showing the AR account on the Create Statements window, you do have more than one A/R account.
When there is only one A/R account, the Create Statements window looks like this:
When there is more than one A/R account, then QuickBooks adds the Account field so you can pick:
And - important! - the window picks whatever AR account it finds first on your chart of account, even if the first account is inactive/hidden.
QuickBooks does the same thing on other windows like invoices. If you see an Account field at the top of your invoices or credit memos or on your receive payments window, that also means you have more than one A/R account:
I suspect that if you open your chart of accounts and pick Show Inactive Accounts from the Account button, then you'll see the additional A/R account, like this, with an X next to it:
If the accounts don't appear together by type as above, but all jumbled like below, then click the little diamond thing at the top of the list next to the Name label, which returns the list to its natural order by account type:
Also, normally an A/R account named "Accounts Receivable" would appear first before "Correction for Bank Account"- because the COAs is - by default - auto-sorted by account name within each account type. But that isn't happening in your case. I suspect this is because your list is in "custom sort" order.
So, to make your "Accounts Receivable" account appear first - so that it will appear by default when creating statements - you can do one of three things:
1 - Delete the unwanted AR account. - You can only do this if the account isn't actually used on a transaction.
2 - Return the entire Chart of Accounts to auto-sorted order: Do this by picking Re-sort List from the Account button at the bottom of the Chart of Accounts.
3 - With your mouse, click and hold the little diamond next to the the "Accounts Receivable" account and drag it above the "Correction for Bank Account" and then let go.
When you get done with steps two or three, the A/R accounts should look like this, with the "Accounts Receivable" account listed first:
And if so, then the Create Statement window will pick the first account it finds, now the "Accounts Receivable" account.
Hope this helps!
Ahh! It was inactive. Thanks ever so much.
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