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Best answer November 06, 2023
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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!
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:
- Click the Lists tab at the top menu bar.
- Select Chart of Accounts.
- Press the Type column header to filter accounts.
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.
"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.
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!
