Removing A/R and A/P from QuickBooks

by Barry

We are an accounting firm and often do not want to use the accounts receivable and accounts payable subledger modules when doing our clients' books.

How do we "unhook" these modules from the general ledger so we can make adjusting entries to accounts payable and accounts receivable control accounts without using a customer or vendor name?

Jennifer replies:

It's not possible to "unhook" the accounts payable and accounts receivable modules from QuickBooks. If you are going to make entries to those accounts, QB forces you to assign a vendor or customer name to them. This is true for all screens in QB, including the general journal.

What you can do instead is set up a mock customer and a mock vendor. Give them the names "Customer" and "Vendor" in their respective lists. Then, anytime you need to make an entry to accounts receivable or accounts payable on any screen in QB, assign these names to the transaction.

Think of these mock names as "conduits." Using them allows you to work-around this limitation of QB, and allows you to post to their respective accounts.

One more thing: debits and credits to these mock names will have an impact on the respective aging reports. In order to keep the aging reports as "clean" as possible, you can apply the debits and credits to each other in the Receive Payments screen (for a/r) and the Pay Bills screen (for a/p).

Or, you may find that you don't care about the impact on the aging reports. So the choice is yours as to whether or not you want to apply the respective debits and credits to each other.

Good question. Thanks for asking!

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Sep 19, 2011
re
by: Steven

Hi. Thanks for this post. I was looking for how to work around this in QB when I was entering my year-end AJE's.

However, I am having issues with clearing off the balance on 'Customer' and 'Vendor'.

From your post:
One more thing: debits and credits to these mock names will have an impact on the respective aging reports. In order to keep the aging reports as "clean" as possible, you can apply the debits and credits to each other in the Receive Payments screen (for a/r) and the Pay Bills screen (for a/p).


I do not see how you apply the credits to the respective accounts when there are no invoices or bills to pay.

Do I create an invoice to 'Customer' and then receive payments --> apply credits? And similarly for 'Vendor', do i create a bill and then pay the bill?

If so, then this is an easy solution but it is missing from your original post.

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