Account payable invoice not showing in general ledger when running on cash basis but does show when running under accrual

John Raisleger · ‎October 23, 2023

I have an accounts payable bill that does not show in the General Ledger detail when running the report no a cash basis. However when It is ran on an accrual basis it appears. Has anyone seen this and if so how do I fix it. (See photos)

Also, as we just happened to stumble across this is there any way to determine if there are other records behaving this way ?

ShyMae · ‎October 23, 2023

Hi there, John. Thank you for providing me with a screenshot of your concern.

In QuickBooks Online, there are two methods you can choose from when running your reports. You can choose between Cash or Accrual.

Cash basis accounting only recognizes revenue and expenses when actual payments are received rather than invoiced or incurred.
Accrual accounting records revenue and expenses when they're incurred before any cash transactions are received.

Furthermore, only the paid transactions will be displayed in the report if you use the Cash accounting method. On the other hand, if you're running the report using the Accrual basis, both paid and unpaid transactions will appear.

If you ever encounter an error while running your General Ledger reports, check out these articles to learn how to resolve it:

Feel free to reply below if you have further questions about running your General Ledger report. I'll be here to assist you. Have a good one!

View solution in original post

Zip1343 · ‎October 23, 2023

If an Accounts Payable (AP) invoice is not showing in the General Ledger (GL) of QuickBooks, here are some steps you can take:

Check Approval Status:
- Verify that the transaction is approved. Sometimes, a transaction may be posted to the vendor account and GL but not marked as approved.
- To do this:
  - Find and highlight the vendor record in the Vendor table (Accounts payable -> Common -> Vendors -> All vendors).
  - On the Vendor tab, click on the Transactions button.
Run General Ledger Report:
- Run the General Ledger report to see all financial activities with debit and credit account records.
- To run the report:
  - Click Reports from the menu and choose Accountant & Taxes.
  - Select General Ledger.
  - Set the date range and click Refresh.
  - Review both A/R (Accounts Receivable) and A/P (Accounts Payable) accounts
Export Reports for Manual Comparison:
- If you’re looking for a balancing report similar to your previous system, consider exporting reports (e.g., AR Summary Report) as PDF or Excel.
- Manually compare the totals with GL account balances for Accounts Receivable and Accounts Payable.

Remember that QuickBooks doesn’t have a built-in report specifically for balancing AP and AR with the GL, but these steps should help you troubleshoot discrepancies. If you need further assistance, consult [removed] or your accounting professional.

ShyMae · ‎October 23, 2023

Hi there, John. Thank you for providing me with a screenshot of your concern.

In QuickBooks Online, there are two methods you can choose from when running your reports. You can choose between Cash or Accrual.

Cash basis accounting only recognizes revenue and expenses when actual payments are received rather than invoiced or incurred.
Accrual accounting records revenue and expenses when they're incurred before any cash transactions are received.

Furthermore, only the paid transactions will be displayed in the report if you use the Cash accounting method. On the other hand, if you're running the report using the Accrual basis, both paid and unpaid transactions will appear.

If you ever encounter an error while running your General Ledger reports, check out these articles to learn how to resolve it:

Feel free to reply below if you have further questions about running your General Ledger report. I'll be here to assist you. Have a good one!

John Raisleger · ‎October 24, 2023

Thank you I will try that if I cannot get it reconciled.

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Account payable invoice not showing in general ledger when running on cash basis but does show when running under accrual