Manage Users

How to change an existing user, set up as an accountant, to a regular user in new QuickBooks Online?

To delete the existing Accountant user:

From the Company Gear icon (top upper corner) go to “Manage Users” under Your Company heading

  • Highlight the Accountant user under Accounting Firms and click Delete
  • Once deleted, click New and add the person one more time
Change Manage Users
Change Manage Users

How to enter credit card charges and make payment to credit card company in new QuickBooks Online?

If Credit Card account is not already set-up, you will need to create a new credit card account added to your Chart of Accounts.

  • From the homepage screen, choose the Company Gear (located top upper right corner)
  • Select Chart of Accounts under Settings
  • Click “New” button
  • Category Type = Credit Card
  • Detail Type = Credit Card
  • Name = Chase Credit Card (for example)
  • Description = Chase VISA Credit Card (for example)
  • SAVE

See attached screenshot photos (1, 1.1 & 2 below) for reference.

Let us say in this example, total credit card charges you have entered is $1,200.00 and made $500.00 partial payment, credit card balance will show $700.00 balance as liability on the Balance Sheet.

Assuming they are not downloaded through Online banking.

How to enter credit card charges for $1,200.00 from the Chase credit account?

  •  See attached screenshot photo 3 & 4 below reference
  • Click the Plus (+) sign from the home page screen
  • Choose “Expense” from the Vendors drop-down menu.
  • Under Bank (next to Balance), select Chase Credit Card
  • This is where you will enter all credit card charges.


In this example, let’s say you have a Chase Credit Card and making $500 payment.

  • See attached screenshot photo 3 & 5 below reference
  • Under Account column, select Add New

Well, that’s just one side of the payment entry. It will show $500.00 payment to Chase Credit Card which is a liability account on the Balance Sheet.

  • From the homepage screen, choose the Plus (+) sign
  • Select “Expense” (if paying online) or “Check” (if paying by check) under Vendors heading
  • Select Payee = Vendor Name (name of credit card company)
  • Select Bank account from the drop-down list
  • Account = Credit Card account (setup as Credit Card type in the chart of accounts – see attached screenshot)
  • Amount = full amount due or partial amount
  • Save

You can also reconcile credit card statement as you will do like bank account. Here is more information to reconcile credit card account:

This slideshow requires JavaScript.

Setup Credit Card account in Chart of Accounts
Setup Credit Card account in Chart of Accounts
Make Credit Card Payment
Make Credit Card Payment


Create Transactions

How can I search for transactions in new QuickBooks Online?

Magnifying Glass
Magnifying Glass

From the home page screen, click on the magnifying glass at the top middle of the page and choose “advanced search”
You can search/find the following transactions:

  • Bill Payments
  • Billable Expense Charges
  • Bills
  • Charges
  • Checks
  • Credit Card Credits
  • Credit Memos
  • Credits
  • Estimates
  • Expenses
  • Invoices
  • Journal Entries
  • Payments from Customers
  • Purchase Orders
  • Refunds
  • Sales Receipts
  • Sales Tax Adjustments
  • Sales Tax Payments
  • Statements
  • Time Charges
  • Transfers
  • Vendor Credits

However, you can not search Vendor Information or Customer Information or Products and Services Information at this time.

If you are looking to search for an invoice by number for example, you can click on the magnifying glass at the top middle of the page and choose “advanced search”. This will allow you to use a few different search options such as amount, amount (line or total) , date, last modified date, memo, name as well as by reference number.

Credit Memo Customer Center Customers Customers Center

Customer Refund not zeroing out account

If you have credit balance in customer’s account (A/R) and need to refund customer by payment (by check or by online), you should be using Check or Expense under Vendors header, not Refund Receipt form which works differently.

From home page screen, click “+1” sign
Select check (or expense if you paying online) under Vendors header
Select Customer from drop-down that need refund
Go to Account under Account details = Accounts Receivable (A/R)
Amount = refund amount
Save and Close
This entry will clear customer balance due account.

Note: If you have already used Refund Receipt form for this customer, need to delete that entry. That entry all it does is, takes out money from the bank account and also will reduce the income (or selected account for product/service). It does nothing with Customer account/Accounts Receivable account.


When to use Refund Receipt under Customers header?

If you have originally created Sales Receipt, to invoice your customer and payment received at the time of sale, and now you need to refund money to your customer that is only time use “Refund Receipt” form.

When to use Credit Memo under Customers header?

You have originally created Invoice and received payment and account has zero balance. And, you need to refund money (for whatever reason over-billing / returned item), you will need to create Credit Memo first. And, then issue refund money, using either check (or expense) form under Vendors header.


How to setup inventory in new QuickBooks Online Plus?

This inventory tracking/COGS features are available in QuickBooks Online PLUS. It is not available in QuickBooks Online Essentials or Simple Start.

  • Make sure Inventory setup is enabled under preferences settings.
    • From the company gear (from upper right corner), select company settings
    • Select Products and Services
    • Check Quantity/Price Rate and Quantity on Hand (Inventory Tracking)
    • See attached screenshot photo 1 for reference
  • Product and Service Information form (see attached screenshot photo 2 for reference)
    • Checkbox – I track quantity on hand for the product
    • Enter initial quantity on hand and as of date
    • Select Income Account
    • Select Expense Account = COGS
  • This YouTube tutorial video may also be very helpful.
Enable Products and Services On
Enable Products and Services On
Product Inventory Information Form
Product Inventory Information Form

QuickBooks Online Plus: how to add beginning inventory quantity on hand?

Recurring Transactions

Where do recurring transactions show up in new QuickBooks Online?

It should be part of recurring transactions reminder list.

  • From the home page screen, click company “Gear” icon (located upper right corner)
  • Select “Recurring Transactions” from the Lists header
  • See attached screenshot photos below for reference

Recurring transactions can be set-up for:


  • Invoice
  • Estimate
  • Credit Memo
  • Sales Receipt
  • Refund Receipt
  • Delayed Credit
  • Delayed Charge


  • Expense
  • Check
  • Bill
  • Purchase Order
  • Vendor Credit
  • Credit Card Credit


  • Bank Deposit
  • Bank Transfer

Journal Entry


It should display all lists including scheduled, reminder and unscheduled.


Recurring Transactions List
Recurring Transactions List
Recurring Transactions List
Recurring Transactions List

New QuickBooks Online Plus – How to enter various expenses in new QBO?

QuickBooks Online (QBO) Tutorial – Customer Invoice, Sales Receipt, Receive Payment, Bank Deposit

bank reconciliation Bank Register

Where is the bank reconciliation in new QB Online?

From the homepage screen

  • Click on the Company Gear (upper right- see pic)
  • Select Reconcile under Tools heading
  • Choose the Account
  • Now you can Reconcile

Another way to get there is from the homepage screen

  • From the blue navigation bar on the left, select Transactions
  • Select Registers
  • Locate and double click the bank account(or credit card account) to reconcile
  • On the bottom left is the Reconcile button.

When you reconcile, it is very important to make sure the difference (at the bottom) is zero amount. Do not go for an Auto Adjustment as that will be automatically posted to Reconciliation Discrepancies as an expense in P&L.

Click on the screenshot below to enlarge it

Bank Reconciliation
Bank Reconciliation

Bank Register Banking Chart of Accounts

How can I turn off the automatic download feature for bank and credit card accounts?

I want to download bank and credit card transactions manually from time to time. How Can I turn off the automatic download feature?

This is actually something QuickBooks Online does in the background. There is no preference for it. You can disconnect the download then reconnect it later.

  • From the Blue Navigation Bar on the left
  • Select Transactions menu
  • Go to Banking.
  • Click the pencil icon on the account you want to disconnect
  • Put a check mark in the Disconnect account on Save checkbox.
  • Click Save

When you are ready to connect it again, go to Transactions, then Banking. Click the blue Add Account button and follow the onscreen instructions.



Company Gear Company Settings Custom Form Styles Customer Center Customers Invoice

We need to pay Sales Commissions based on Sales Invoices paid date. How to run a Customer Sales report that will tell me exactly what invoices were paid in a specific date? 

To do this job, you can run “Sales by Customer Summary” report.
You will need to customize the report to show daily sales and change to cash basis.
If you are using custom fields for sales rep on the Invoice, you can match the sales by Sales Rep as well.
See attached screenshot photo1, photo2 and photo3 for reference.


Vendor Vendors

How to clear Vendor unpaid bills paid by other party or other loan payable account?

It involves one additional entry.

Open new “Bank Clearing Account” under Bank type

Go to Pay Bills (+ sign > Pay Bills under Vendor Heading)
Select Payment Account = Bank Clearing Account
Select Hand-written check (Starting Check No.) = some payment reference number (or Loan from..)
Click Pay Bills button

Next step is to write a journal entry to clear Bank Clearing Account and to reflect payment from loan account.

Debit the Bank Clearing Account and Credit the Loan Payable to Jim Smith account.

QBO pay bills with clearing account
QBO pay bills with clearing account