Use OCA Prepaid account to enter bills against

texansgal · ‎March 15, 2023

We have switched from a Post-Pay account to a Pre-Paid account for fuel.

I have written the check for say $25,000.00. The account that I am using, is the OCA account. This is increasing the amount.

We have bills entered that are coded to an expense account ("fuel") however, I need this to go against the OCA account, to reduce the amount.

I read where you would enter a negative amount in the bill, coding it to the OCA account.

Using the following example, this is what it does:

Bill is for $602.00. I changed this from the "fuel" account, as a negative amount of $602.00 to the OCA

account in the Expenses tab.

Once I do this and tab to the next line, it then tells me that I have to code $1,204.00 towards an expense

account. But if I do this, it is going to double the amount for the fuel we are actually using.

Also, how would I close out the bill as "paid" when it was pre-paid?

This is not easy to explain.

Amanda-B · ‎March 15, 2023

Hey there texansgal,

Welcome to the QuickBooks Community! Thanks for reaching out to us here. Making sure your recording your transactions correctly in QuickBooks is an important step in maintaining clean books. I would be happy to provide some information.

To ensure you're on the right path with recoding the transactions accurately, I recommend reviewing the detailed steps provided in this helpful guide. If you require further assistance, I recommend reaching out to the support team outside of the Community. They have the ability to verify your account details in a secure setting, and work with you in real time, so you can successfully accomplish your QuickBooks goals without further delay! You can reach them by following the method in this link.

f you have any other questions, feel free to reach back out, it's always a pleasure to assist our valued QuickBooks customers!

texansgal · ‎March 21, 2023

I have tried to use Option 2 on that guide and it is missing a step. Unfortunately, when I follow all steps and put a negative balance against the OCA in the bill, it doubles the amount to be recorded.

For Example:

The Bill amount is $600.00. I put a -$600.00 to the Fuel OCA account. Then when I get to the next line, it shows $1,200.00 that needs to be coded to an expense, which doubled the amount to be entered.

I have attached an example...

texansgal · ‎March 21, 2023

Here is another screenshot showing that I am using an OCA account...

Alex M · ‎March 21, 2023

Hi there texansgal,

Thank you for trying those steps. For further assistance with entering these transactions, I recommend reaching out to the QuickBooks Desktop support team outside of the Community. They'll be able to view the transaction with you in a secure setting in order to best assist in entering this correctly. You can reach them using the methods outlined in the QuickBooks Desktop software support policies.

If you have any other questions, feel free to reach out here.

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Use OCA Prepaid account to enter bills against