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Bettina Bros
Level 1

How can a payable not be listed on the pay bill list?

1 Comment 1
QuickBooks Team

How can a payable not be listed on the pay bill list?

Hello there Bettina Bros,


Welcome back to the QuickBooks Community. It's great to see you're still using QuickBooks Online to track your business's bills and log them in your accounting books. Knowing why the program is behaving the way it is helps with organizing your data, so I'd be happy to go over this with you to make sure you have the information you need.


Having a bit more clarity about what you're asking about with this question will help. Since you're asking about payables, that means that you have a transaction that has yet to be paid. By definition, these will appear in the Pay Bills window so that you can pay them when you're ready. There are a couple of exceptions to this, which I'll go over, but this is why clarifying what you're looking for is helpful here.


For instance, if you're wondering why a payable that you're expecting to be listed in your bills to pay isn't, the first thing you'll want to consider is how you recorded the transaction. In order for a bill to appear in the Pay Bills window, it would have to be recorded using the Bill feature. This article can help with that: Enter and pay bills


If you've recorded an expense or a cheque transaction, these won't appear in the Pay Bills window because these are one-step transactions that signal that the exchange of money would have happened right away with your vendor, such as making a purchase at a store. This article explains the difference between these three transaction types and when to use them: What is the difference between bills, cheques, and expenses?


Another reason a payable might not appear in the Pay Bills window is if it's using a specific module. The Sales Tax and Payroll modules handle recording the "bill" and payments of money owed to the government right within their modules. For sales tax, you can review the File sales tax article to see how to record that payment. For Payroll, use the Make payroll tax payments article for Standard Payroll and the QuickBooks Online Advanced Payroll - Pay & tax settings article to learn how it's handled in that version of Payroll.


If by your question here you mean that you don't want a transaction to be listed in the Pay Bill window, once again it'll come back to considering the kind of transaction you're entering. Consider using a cheque or an expense transaction to record your one-time transactions. If you'd like to delete the transaction you have entered to re-enter it as another transaction type, here's an article that can help: Void or delete transactions in QuickBooks Online


When you're not sure what kind of transaction you should be recording, I recommend checking in with an accountant. If you already have one, feel free to invite them as a user to your QuickBooks Online using the My Accountant tab. This gives them the access and tools to help you right in your books. That tab also has the Find a pro to help button for if you'd like to find an accountant to assist you.


I hope that's been helpful, but if you're looking for something other than what I've covered here, I recommend contacting QuickBooks Online support using one of the following methods.


Schedule a Callback or Chat: click (?)Help in the upper right > click Contact Us > explain your situation > click Let's Talk > choose Get a callback or Start a Chat. Support is available from Monday to Friday between 9 a.m. and 8 p.m. ET.

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Doing this gives you the opportunity to fully explain your situation to ensure you're getting the response you need.


Have a great rest of your day!

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