Can I change the default A/R or A/P account in QuickBooks Online
QuickBooks Online (QBO) is not designed to work with multiple Accounts Receivable (AR) and Accounts Payable (AP) accounts. The initial AR and AP accounts, or those selected during conversion, will be the default accounts. We encourage our customers to merge their accounts payable and receivable accounts. For more information on merging accounts, please see Merging accounts, vendors, or customers. If division of open payables and receivables are needed use one of the following options…
Case: A customer bought $105.00 worth of product and paid $80.00 in cash. You need to send an invoice to the customer for the balance. How would you handle this in QBO?
First, create a new invoice using product/service item code for $105.00. Use deposit field to post $80.00 as the prepayment on that invoice. Deposit field is located right below the total. Now, the invoice will show $25 balance due.
If you do not see “DEPOSIT” field on your invoice, go to “Company Gear” settings to enable deposit field: Gear icon (upper right corner) > Settings > Company Settings > Sales > Deposit > ON > save. See screenshot below for reference.
Click on the screenshots below to enlarge them
Once you enter deposit amount, your invoice screen will expand to show the following three fields added to the invoice form. Fill out the information appropriately:
a) Payment method
b) Reference no.
c) Deposit to
You will need to select “Deposit to” field depending on your situation. If you are depositing this deposit (prepayment) to the bank along with other payments as a batch deposit, then you should select Undeposited Funds Account. On the other hand, if you are depositing just $80.00 as a single deposit to the bank, you should select the appropriate bank account.
The snapshot below shows what accounts are affected by this transaction:
1. Accounts Receivable: $25
2. Sales Income: $105
3. Undeposited Funds or Bank Account: $80
We will be using available Custom Fields, one for Sales Rep on Sales Forms (Invoice, Sales Receipt and Estimates). And, generate customized report to get Accounts Receivable for each Salesman Report. Since there is no way do it from the Customer Detail page. This page has no field for to include Sales Rep.
First, we will enable Custom Fields on. This feature is available in Essentials and Plus, but not in Simple Start.
From the home page screen > company gear (upper right corner) > settings > company settings > Sales > Sales form content > Custom fields > assign “Sales Rep” to custom fields > Check Internal and Public > OK > Done
Go to back to Invoice Form. Create Invoice. Assign Sales Rep on Invoice.
To generate report > From the home page screen > Go to blue navigation bar on the left > Reports > Go to report (magnifying glass) and type/select “A/R Aging Detail” report
Select Customize button (upper left) > Select “Change Columns” blue button inder Rows/Columns > Select “Sales Rep” from Available Columns list > Add > Move down or up to change order > OK
Go to Match > Sales Rep > Enter Name of Sales Person (as you have entered on Invoice)
Go Header/Footer > Change Report Title to: Customer Outstanding Invoices Report for Salesman by name (say Kathy as an example) > Run Report
Go to “Save Customizations” button > Name Custom Report (as you want it, say Kathy’s Report for example) > Add this report to a group by adding new name or selecting from existing list (optional) > Share this report with all company users (optional) > OK
Now, you have created and save Customized Report for Customer Outstanding Invoices Report for Kathy
You can follow the same steps to create customized report for each salesman.
Next time go to Reports and choose “My Custom Reports” and select Report from the list. Edit and Run Report as needed.
Watch Video Tutorial! We highly encourage you to watch the entire video. You do not want to miss a step!