Question

Why can't I view all current liability accounts in the drop-down when doing a journal entry?

Forum|Forum|3 years ago
February 19, 2023
2 replies
74 views

After migrating from QB Desktop to QB Online, I can no longer make a journal entry to a current liability account. For example, being a small company, individuals sometimes pay for materials out of pocket. For cash-flow reasons, I should be able to debit an expense account and credit a specific current liability/payable account for that individual (as I was able to do in the desktop version).

QuickBooks Online

DivinaMercy_N

Moderator

Hello there, @TaxQuest. I want to ensure you'll be able to create journal entries in QuickBooks Online (QBO).

Thanks for providing details of your concern. To help you with this, could you tell me if you receive error messages? If none, let's perform some troubleshooting steps to determine if this is a browser-related issue. We can start with accessing your QBO using incognito mode to have a clean slate. Below are the shortcut keys you can use:

Google Chrome: press Ctrl + Shift + N
Mozilla Firefox: press Ctrl + Shift + P
Microsoft Edge: press Ctrl + Shift + P
Safari: press Command + Shift +N

Once signed in, create a journal entry again. If this work, clear the cache of your regular browser. If not, you can utilize another supported browser or device.

Then, to know what data are transferred after migrating from QuickBooks Desktop (QBDT), you can refer to this article: What to do after you move from QuickBooks Desktop for Windows or Mac to QuickBooks Online.

I'll include this helpful resource that you can use as a guide in navigating your QBO company: What to do after you move from QuickBooks Desktop for Windows or Mac to QuickBooks Online.

I'm here in the Community if you have other queries about creating a journal entry in QBO. Have a good one and stay safe.

T

TaxQuestAuthor

I cleared cache on both Firefox and Edge after logging out and logging back in: same problem.

All accounts successfully migrated including Current Liabilities (numbered 500.100, etc., in case that's an issue)

P&L and Balance sheet (both respective summary and detail) are correct.

It appears that all other accounts appear in the GL drop-down menu except Current Liabilities.

Is there any other possible solution?

Thanks.

MariaSoledadG

QuickBooks Team

I'll share some information about current liability accounts so you'll be guided on what to do, TaxQuest.

A company's liability accounts should appear in your chart of accounts, general ledger, and balance sheet immediately following the asset accounts. This account will usually have credit balances. Since you've already performed the troubleshooting steps provided by my colleague @DivinaMercy_N, and yet the account isn't still showing, you can reach out to our support team to double-check why it's not appearing under the General Ledger's drop-down menu. Here's how to reach them:

Click the (?) Help icon and enter Talk to a human (then type it again when prompted).
When asked by the bot, enter your concern.
Select I still need a human, then proceed with Contact us or Get help from a human.
Choose either Chat or Callback.

Furthermore, QuickBooks offers a wide range of reports that cater to your business needs. You'll just have to customize them to make sure you get the information you need most. I've added this article for more details: Run Reports In QuickBooks Online.

Fill me in and keep in touch if you have any questions about your chart of accounts. Remember, we're here to help you all the time.

E

egad

I am experiencing a similar problem. The first drop-down item is account 2000 which is accounts payable and then four accounts below that is 1000 which is the checking account. That is followed by some income and expense accounts and then the asset and liability accounts are at the bottom. It is truly crazy

M

MichaelaS

QuickBooks Team

I understand how the accounts setup can be confusing and challenging to work with, Carib.

You mentioned that you’re experiencing a similar issue from the original post, where current liability accounts seem to be missing from the journal entry dropdown. Could you please clarify if the liability account isn’t showing at all, or if it’s more about the order or placement of accounts in the list? It will help us provide an accurate response.

If it's about the hierarchy of accounts, please note that in QuickBooks Online (QBO), the arrangement of accounts in the dropdown when creating a journal entry follows the standard order in the Chart of Accounts hierarchy.

This standardized arrangement ensures consistency across accounting workflows and financial reports. That is why liability accounts appear at the bottom, as the order starts with commonly used accounts like Assets (e.g., Accounts Payable, Accounts Receivable, and Bank Accounts), followed by Equity, then Expenses, Income, and finally Liabilities. This arrangement mirrors the structure of financial reports, such as the Balance Sheet, where assets are listed first and liabilities come afterward.

Therefore, there's no option to reorder the account dropdown list from the Journal entry or any other dropdown list. If you work or want to show the liability accounts right away, you can type name of the liability ( e.g. mortgages or loans) from that box dropdown to quickly find them without scrolling. Please see sample screenshot:

Please leave us a response if you have other questions or need further assistance.

J

Jen2005

I am trying to enter a similar transaction. Want to do:

DR: Expense 500

Cr: Director Loans payable 500

This is an expense paid by a loan by directors. Under payment account dropdown, other current liability options such as director loans aren't listed. They have been created in the chart of accounts.

Its like some of the CR options aren't available under payment accounts.

Sign up

Login with SSO

Let's get you signed in

Login with SSO