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Established Member

Accounts Payable

Total Balance in Pay Bills does not match Accounts Payable Balance on Balance Sheet

1 Comment
QuickBooks Team

Re: Accounts Payable

Sending good vibes to you, Debbietax.

You came to the right place for help with QuickBooks reports. Let me help you sort this out.


The amounts on the two reports may be overstated due to reasons like different date ranges and reporting basis. To isolate the issue, watch out for the following that may affect the reports and amount:


  • The reports have a different report basis.
  • The reports may have different date ranges. Ensure that both reports have the same date ranges.

The following solution can help guide you identify the root cause transactions.


You can run and customize the Unpaid Bills report:


  1. Choose Reports > Vendors & Payables > Unpaid Bills Detail.
  2. Click the Date drop-down arrow and select the correct date.
  3. Click Customize ReportAdvanced, and then click As of Report Date.
  4. The bill payment checks that appear on the report (included in the CBBS) have been entered but not applied to a bill.

Vendor Transaction Detail report:


  1. Choose Reports > Company & Financial > Balance Sheet Standard.
  2. Click Customize Report.
  3. On the Display tab, for Report Basis, select Cash.
  4. Delete the From date, keep the To date, and click OK. To bring up the Transactions by Account report, double-click (QuickZoom) the A/P amount.
  5. Click Customize Report.
  6. On the Display tab, delete the From date and keep the To date.
  7. Click Advanced, select the Open Balance / Aging Report Date option and click OK.
  8. In the Total by field, select Vendor.
  9. Click the Filters tab:
    1. In the Filter list, click Account.
    2. Click the Account drop-down arrow and select All Accounts Payable.
    3. For Include Split Detail, select No.
    4. In the Filter list, select Paid Status, select Open, and then click OK.
    5. (Optional) Click Memorize to save this report to use again.
  10. Each non-zero vendor subtotal affects your A/P balance.

I'm including this article for your reference:


For additional help, you can also reach out to our QuickBooks Desktop Support.


  1. Within your QuickBooks Desktop, click Help at the top menu bar.
  2. Click Contact us.
  3. To route you to the correct support expert, we need to know what type of question you have. Give a brief description of your issue and click Continue.
  4. We’ll provide you a few options. You choose which one is best for you

Fill me in if there's anything else I can help you with matching your reports in QuickBooks. Have a great rest day of your day.