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JWeinmann
Level 1

A/P Aging Summary

Question 1.)   I ran an A/P Aging Summary Report to see what we owe to our vendors and am cleaning out the ones that are incorrect by making a credit, then going to "Pay Bills" and applying those credits. But, some of the vendors will not clear even though i added a credit for that vendors "total amount" on the A/P Aging Summary Report. For example, how would i fix "Vendor A" if the total is zero, but "61-90" says (-46.57) & ">90" says 46.57....

This is what im having trouble with, after already creating the credit for the total and applying them to the open bills in pay bills, this is what is left on my A/P Aging Summary Report afterwards.

 

Question 2.)   For example, "Vendor B" is showing (-1,200.20) in the "1-30" & 1,180.33 in the ">90" & (-19.87) in the total.

 

 

Please help!!! :)

3 Comments 3
AlcaeusF
Moderator

A/P Aging Summary

Welcome to the Community, @JWeinmann.

 

When applying credits to your bills, it should zero out the amounts from the 61-90 and >90 columns. Please make sure to select the Set Credits option when applying them.

 

I'm attaching a sample screenshot of the report with the same scenario as yours:

 

 

To check if the results are the same, you can try deleting the applied payment and undo the process. Please follow the detailed instructions on how you can apply the credit showing as -46.57 from the report.

 

Here's how:

 

  1. On the A/P Aging Summary report, double-click the amount from the >90 column and open the bill. 
  2. Click Pay Bill
  3. Tick the Set Credit option and ensure the total amount will change to zero. 
  4. Put a checkmark on the credit, then choose Done
  5. Once the number of credits show zero, select Pay Selected Bills
  6. Hit Done
  7. Run the report again. 

For your second question, the calculation of the system is correct. Since your credit is higher than your expense, you still have some extra credits you can apply on future bills (see screenshot below).

 

 

Also, check out the Pay bills in QuickBooks Desktop article for your future reference. It provides an overview on how to set any credit that you want to apply to the bills.

 

Let me know if you have further questions or other concerns. Please know the Community has your back. I’ll be right here to assist further.

JWeinmann
Level 1

A/P Aging Summary

@AlcaeusF 

Thank you SO much for your help!

I did try that, once i double clicked on the amount in the A/P Aging Summary Report, it had a list of different items such as: credit amounts, item receipts, and bill payment-checks. I am not sure what to do from here. when i clicked on one of the item receipts, it didnt give me the option to "pay" it with my credit. 

AlcaeusF
Moderator

A/P Aging Summary

Hi again, @JWeinmann.

 

Since there are different items involved, there are two ways you can try to remove the vendor balances in QuickBooks Desktop. You can either use the General Journal Entries feature or use Discounts to write off the amounts.

 

However, It would be best to consult an accounting professional before trying any of these options. This help ensures your books will be accurate and error-free.

 

For additional information about the clearing process, check out the following article. It also provides detailed steps and screenshots for visual reference (scroll down to Accounts Payable):

 

Write off customer and vendor balances.

 

Please know the Community has your back. If you have additional questions, click the Reply button and post a comment. I’m here ready to assist further. Enjoy the rest of the day.

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