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Can I change the default A/R or A/P account in QuickBooks Online?

Answer ID: 1398

QuickBooks Online (QBO) is not designed to work with multiple Accounts Receivable (AR) and Accounts Payable (AP) accounts.  The initial AR and AP accounts 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 our related KnowledgeBase article  1221: How do I merge two accounts? If division of open payables and receivables are needed use one of the following options.

Accounts Receivable Only

Parent and sub accounts:  Setting up parent accounts, then changing the existing accounts to sub accounts, will allow all open receivables to be grouped and subtotaled on one single Customer (or Client, Member, etc.) Balance Detail Report.

Reorganize existing accounts to sub accounts:Create parent accounts:

  1. Choose Customers > Customer Center.
  2. Click the New Customer button at the top of the scrollable list on the left.
  3. Name the account. For example, use the name of one of the AR accounts on the Chart of Accounts.
  4. Click Save.
  5. Do this same process for every AR type needed.

Sub the existing accounts to parent accounts, for each account:

  1. Choose Customers > Customer Center.
  2. Click on the customer/account from the scrollable list on the left.
  3. Click Edit next to the customer/account name in the center of the screen.
  4. Check the Is sub-customer box at the bottom of the right column.
  5. From the Parent drop-down list, select the parent account.
  6. Click Save.

Accounts Receivable and Accounts Payable

Location tracking: Locations are automatically reported on the default Customer and Vendor Balance Detail Reports. Create the report and check to be sure all invoices, bills, and other transactions have locations noted in the location column. If they do not, the transactions can be edited directly from the report. After that, the reports can be customized to report one location at a time (sorting will not work). Not sure how to use set up and use location tracking?  See KB  1091 for details.

Once inside the report:

  1. At the top, click Customize.
  2. In the Lists section, from the Location drop down list, select one location
  3. Click Run Report.
  4. Create one report for each location selection. The total of all the reports will equal the total accounts receivable or accounts payable.
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