GST must have been posted wrong because amount does not show up as o/s on GST tax report and doesn't show up on vendor account, but shows as open balance on A/P aging report. How do I get it odd the A/P aging report - it has been paid!

Thanks for joining us here, LauriePB2658. Let me provide some help with your tax-related concern.

Since the amount is sitting on your A/P Aging Report but is not recorded as an outstanding GST liability, it suggests the payment was recorded as a generic liability payment, or a simple expense, leaving the original bill open.

You need to find the transaction that paid the GST amount and correct how it was entered. Here's how:

1. Go to the Vendor Center.
2. Find the vendor associated with the GST amount.
3. Review their transactions and find the original Bill that created the A/P balance. Take note the date and the exact amount of the GST owing.

Once done, let's locate the payment by following these steps:

1. Go to your Chart of Accounts and open the register for the bank or credit card account from which the GST payment was made.
2. Find the payment made on or around the due date for the GST amount.

If the payment was recorded as a Bill Payment, it was likely not properly applied to the specific outstanding Bill. Open the transaction and ensure the correct GST Bill is selected in the Payment Details window. If it was already applied, skip this section.

If the payment was recorded as a Check (Cheque) or Expense, this is the most likely the cause of the issue. Follow these steps to make the correction:

1. Open the Cheque or Expense entry.
2. Proceed to the Expenses tab of the Check/Cheque, the payment was likely mapped directly to a Tax Payable account (like GST/HST Payable) or a generic Expense account.
3. Delete the entry from the Expenses tab.
4. Go back to the Vendors menu, then select Pay Bills.
5. Select the correct GST Bill and enter the payment information (Bank Account, Date, etc.) here. This will properly link the payment to the Bill, clearing the A/P balance and removing it from the A/P Aging Report.

After that, run the GST tax report and review vendor account to check if everything is now in order.

Feel free to reply or post inquiries in the Community if you need anything else. 

This happened back in 2023 in a Year-End accrual done by someone else, before i got here. It shows the amount going to the AP GL and balancing entries coming out of the liability sub-accounts to zero them out. I have checked the Receiver General payable and there are 2 x the amount showing as payable and I can't find where the second amount came from.  The tax report from way back then shows zero, so all the GST was handled correctly.  I just can't find out why there are duplicate amounts the the Vendor payable but the Vendor account detail shows nothing outstanding.

Thank you for providing the details and screenshots, Laurie. Let’s review and track your records to better understand the double amounts and determine the next steps.

QuickBooks Desktop (QBDT) uses a unique sales tax workflow to track GST through designated accounts and related reports. However, from your screenshot, it seems that the payments were recorded as regular vendor transactions. This can lead to discrepancies in the balance.

To align everything, I recommend starting with the Tax Agency Detail Report. This report will help us identify any outstanding balances that need attention.

If the report shows zero, then your sales tax is handled properly. If there is an outstanding amount, please follow these steps to File Sales Tax.

1. Go to the Sales Tax menu, then File Sales Tax.
2. In the Tax Agency dropdown, select the sales tax agency.
3. Review the dates in the From and To fields.
4. Select File Return.

For more detailed steps, please check out this article: Pay sales tax.

Regarding the duplicate amounts, this issue could stem from the journal entry made to offset balances. Before taking any action, I recommend reaching out to the individual who performed the 2023 year-end accrual. They can provide clarification on the reasoning behind the entries or confirm if they were adjusted correctly.

It’s also a good idea to consult with an accountant or tax professional, as this situation involves troubleshooting past accounting processes. They can help ensure that your books remain accurate and compliant moving forward.

If you have further questions, feel free to reach out. We're here to help you navigate this.