Why is my prepayment to a supplier not being offset on the TB but is in the aged ledger?

I'm here to ensure you can fix the balances on the Trial Balance report and if applicable, route you in the right direction of support, alison. But first, let's examine the details of your situation to develop an effective resolution strategy.

Before proceeding, I'd like to clarify the specifics of the negative balance on the subaccount. Could you confirm whether you're seeing an actual negative monetary value or if the balance is appearing on the Debit side of the Trial Balance report? If the balance appears on the debit side, this likely suggests that the payment hasn't been linked to the corresponding bill. To resolve this issue, you'll need to link the payment to the bill using appropriate transactions, which will help ensure your financial records are accurate and aligned:

• Pay Bills
• Cheques
• Expense

However, if it's displaying actual negative figures on the  Credit side, I recommend contacting our live support team to determine the cause of these discrepancies. Their technical experts can conduct comprehensive screen-sharing sessions to diagnose and resolve the underlying financial discrepancies, ensuring a thorough and precise analysis of your account's unusual balance.

Additionally, I'm adding these articles to help manage your reports. It offers guidance on customizing your statement and enables you to save it with its current customization settings: 

• Customise reports in QuickBooks Online
• Memorise reports in QuickBooks Online

Keep in touch if you have further questions about handling your financial matters.  I'll be readily available to help you find solutions, answer your questions, and provide expert insights every step of the way.

To clarify, the bank payment was coded to the sub account of the Trade Creditors account.

Under normal circumstances I would expect to see a negative number in that account, as it is technically an overpayment to a creditor. 

I then have applied the payment to the bill raised to the same supplier.

Nothing incorrect in the way that has been done, as I do it all the time.

BUT it is not changing the balance showing in the sub account, and the bill remains visible in the main TC account, even though it is now paid. I would expect them both to disappear.

E.g.

Bank payment 1000.00 coded as an expense to TC/prepayment sub a/c = (1000.00) (not a DR account but a negative CR)

Bill for 1000.00 coded to relevant Supplier = 1000.00 CR on TC account

If you match these in the supplier ledger you would expect both to go to Nil

But it is leaving (1000.00) on the sub account and 1000.00 on the TC account, but the bill is showing as paid.

I appreciate you for sharing the detailed info, alison42.

To have this gest investigated, we kindly request that you contact our live dedicated support team. As part of our security protocol and to ensure the protection of your account, we will need to verify your account-specific details. They're equipped with tools to check the cause. It'll also allow them to submit a ticket to our engineering team to alert them about the issue if necessary.

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