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rktoor
Level 2

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

 
19 Comments 19
MaryLandT
QuickBooks Team

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

I can help add a bill on the Expense page, rktoor.

 

You need to have an open bill for you to be able to add it when you create an expense. The system will automatically show you the list of open bills and lets you add it to make a bill payment. See the attached screenshot below for your visual guide.

addabilltotheexpense.PNG

 

Here's how to enter a bill:

 

  1. Click + New, then choose Bill.
  2. From the Vendor ▼ drop-down menu, select a vendor.
  3. Enter all the needed information in Category or Item details, then click Save and close.

Once done, use the Expense feature to add the bill.

 

I've added this page for additional resources: What is the difference between bills, checks, and expenses?

 

Let me know if you need anything else. I'm always right here to help. Just leave a comment below and I'll get back to you.

rktoor
Level 2

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

Hi,

 

Thank you for your message! I have tried to add a bill to the expense and I get two error messages:

 

"Missing transaction

The transaction you are trying to edit has been deleted."
 
and 
"Something you are trying to use has been made inactive". 
 
I tried incognito window and cleared cache. No change. I also checked the audit log - nothing has been made inactive anywhere. 
rktoor
Level 2

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

Hi,

 

Thank you for your reply. I tried this and I get two error messages:

1) The transaction you are trying to edit has been deleted. 

2) Something you are trying to use has been made inactive. 

 

The transaction hasn't been deleted, I cleared cache and tried incognito window. No change. I also checked the audit log and nothing has been inactivated. 

Jen_D
Moderator

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

Good day, @rktoor,

 

Thanks for updating us regarding your concern with linking an expense to a bill.

 

The steps shared by MaryLandT is the actual process to link the two transactions. Since it gave you an error message even after trying an Incognito window, I recommend contacting  our Support Team.

 

They can look further into this and escalate the problem for investigation. Here's how to contact us:

 

  1. Click the (?) Help icon in the upper right-hand corner of the Dashboard.
  2. From there, select the Contact Us button and enter your concern in the description box.

  3. Once done, select Chat or Get a callback option.

Let me know how the call goes. I wan to make sure this is taken care of and I'll be right here if you need anything else. Have a good one!

rktoor
Level 2

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

Hi,

 

Thank you for your message. I contacted support about this issue 3 times and each time I was told that I don't know how to match bills to payments properly lol. I don't want to call them again. But I guess I have no choice now. I will let you know how it goes this time. 

 

Thank you for your help!

Rav

ddeveaux
Level 2

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

When the solution is not one of the canned responses, do not expect a resolution. I just got this same error and yes you should be able to do this as outlined in the first response but the reason you, and now I, are posting is because that is NOT working! It used to work fine and now something has changed. I have not experienced a time when they actually try to replicate the issue you describe.

RCV
QuickBooks Team
QuickBooks Team

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

Thanks for bringing his one to our attention. I know this isn't the kind of service you expected us to deliver, ddeveaux and rktoor. 

 

I appreciate you both for performing some troubleshooting steps to get this sorted out and the effort spent reaching our support agents. I'll personally share your feedback with our Customer Support Team regarding this one. We'll be able to take action on improving our customer service.

 

We have an ongoing issue where customers encounter an error message "The transaction you are trying to edit has been deleted' when adding a bill to an existing Check or Expense transaction. Rest assured, our engineers are working together for the permanent fix. As a workaround, just follow the steps below to add a bill to an existing Check or Expense: 

  1. Create a bill save.
  2. Click on Mark as Paid on the bill just saved.
  3. Enter info on the bill payment check, then Save.
  4. Bill payment check saves to the bill as designed.

Once done, I'd suggest contacting our Customer Support Team. They'll pull up your account in a secure environment and add you to the list of affected users. They'll also send you an email notification once there's an update on this issue. Our representatives are available from 6:00 AM to 6:00 PM on weekdays and 6:00 AM - 3:00 PM on Saturdays, PST. You can check out our support hours and types for more details about this one.  Here's how to reach them: 

  1. Go to the Help menu at the upper right.
  2. Select Contact Us.
  3. Enter your concern.
  4. Click Let’s talk.
  5. Choose Get a callback
  6. Type in your contact info.
  7. Select Confirm my call.

Visit our QBO Help Articles page for more insights about running your business in your account.

 

The Community will always have your back if you have additional concerns in QuickBooks Online. Assistance is just one post away. Take care always. 

ddev
Level 1

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

Thank you for the message and somewhat better response. Unfortunately this is still different than the original query though, and my same problem. That had to do with turning already entered expenses into bill payments. Your response is just about recording bill payment. That used to work just fine and now does not.

 

  1. So we have Bills for each month of this year. (10)
  2. We also have expenses entered and reconciled for this same account for the entire year (10)
  3. The expenses entered should really be bill payments. All of those bills are showing as unpaid (10)
  4. It used to be that by editing the expense you could add the outstanding bill to it and it would change that expense into a bill payment without creating a complete mess.
  5. Without doing it by editing the expense we will trigger all kinds of "hey this is reconciled and even though the amounts are the exact same you are about to create a mess in your reconciliation and I"m going to call that out next time you reconcile by making these totals way out of whack for some reason. Even if you try to do the back door changing things from c to R, etc that's not going to work. So your best bet is to undo all the reconciliations you've done all year and do them again."
  6. The other alternative is to delete the bills of course and just keep these entered as expenses, though they were really bills and payments
Payee Field Blank for Deposit Tr
Level 1

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

I'm having the same problem with seemingly the same two error messages; for me it seems to happen for transactions imported from a csv file that have been automatically added with rule (and where I then try to add a matching amount in the form of an existing bill from the selection in the right-hand column). The latter error message in the background specifically reads for me:

"! Something's not quite right 

Something you're trying to use has been made inactive. Check the fields with accounts, customers, items, vendors or employees."

 

It's a bit annoying because I think it's the first time in years of using QBO where something just won't work and there doesn't seem to be a workaround. Even creating a new, duplicate expense or bill from scratch doesn't seem to work. 

jamespaul
QuickBooks Team

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

Hello, Payee Field Blank for Deposit Tr.

 

I'll give an update regarding the The transaction you are trying to edit has been deleted error message. I'll also throw in a a couple of solutions to fix the Something's not quite right error code. 

 

The Something's not quite right" error message might have something to do with your CSV file. If you haven't already done so, review it and ensure the line items aren't associated with an inactive account or profile. 

 

You'll also want to check your rules to see if they have inactive payees. 

 

If you've already checked the file and your rules, then this might be a cache-related issue. To confirm this, use an incognito or private browser (it won't use the existing cache data): 

 

  • Chrome -  press CTRL Shift N
  • Mozilla Firefox - press CTRL Shift P
  • Safari (newer versions) - press Command Shift N

Next, match or add those transactions from the CSV file. If you're able to do so, go back to the regular browser and clear the cache. Close it out to complete the process afterwards. 

 

You can also use another supported browser as an alternative. 

 

Regarding the other error message (The transaction you are trying to edit has been deleted), our engineers are still working on a fix. Since you've already followed the workaround, you'll also want to contact our phone support so you can be added to the list of affected users.

 

After our engineers roll out a fix, they'll send you an email update. You'll want to provide the agent this reference number regarding the error message: INV-51491.

 

While waiting for a fix, please check our articles if you need help with other processes in QuickBooks Online. You can look at the topics here and browse an article specific to your task. 

 

I'm willing to listen if you have other concerns in QuickBooks Online. I'm here to give an update, guides, and important information related to the program. 

Payee Field Blank for Deposit Tr
Level 1

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

Thanks for all the possible solutions but I've checked that there's no inactive items being used and I've also tried using Chrome, Safari and Firefox in normal and incognito modes and also tried unmatching and reapplying the rule to the imported transaction and also reimporting the transaction on its own in a csv file. This is also affecting another imported transaction (from a separate csv import) so it's not unique to one particular transaction.

MaryAnn_E
QuickBooks Team

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

I'm here to help ensure you able to get through the error, @ Payee Field Blank for Deposit Tr.

 

You'll be prompted with the error when the system detects that the payroll account or payroll item you’re trying to use has been inactivated. 

 

Currently, there's an open investigation for the transaction you are trying to add that's been deleted or inactive. I’d suggest contacting our Support Team to add you to all of the affected users. You'll receive an email update from us once the issue is already resolved.

 

Here’s how to contact us:

  1. Go to: https://help.quickbooks.intuit.com/en_US/contact. 
  2. Choose your QuickBooks Product
  3. Choose your type of Subscription
  4. Click on the View Contact Info button to see the support number. 

 

Stay in touch to let me know how it works on your end. I'm always here to help you manage the different lists in your QuickBooks account. Take care always.

 

Deb_Enriquez
Level 1

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

This is an ongoing issue here too!  You USED to be able to add a bill from the "drawer" to an expense to change it to a bill payment.  This is NO LONGER possible.  Clearly, a lot of users are experiencing the same issue.  Has there been a resolution to this yet?

JessT
QuickBooks Team

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

Hi Deb,

 

I'd like to clarify that the option to add bills to an expense to create a bill payment is still available. Yet, other users are receiving this message: The transaction you are trying to edit has been deleted.

 

Please know that our engineers are already aware of the issue and are working on the solution. In the meantime, you can use the Pay Bills function. Then, please contact our Support, so they can add your account to the open ticket (INV-51491) for timely updates. I'm unable to do this from here for security reasons.

 

Contact our support from 6 AM to 6 PM PT, Monday through Friday:

  1. Click on Help.
  2. Repeatedly search for the word human.

Click on See samples if the system wants you to be more specific. Then, you can click on I still need a human. From there, you can click on Contact us to connect to the Chat team or to get a callback.

 

 

Please let me know if you have other questions in mind.

Trish Fields
Level 1

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

Ugh. Applying Bills to an Expense was working about a month ago and suddenly stopped working.

Very frustrating as the work around is messy.

drpcindy
Level 1

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

You can't use the "Pay Bill" option if you have credits. This only works if it's all Bills. Is there a work around for vendor credits?

b3m3ra1d
Level 1

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

Having the same issue.  Has this been resolved?  It's been a month.

MichelleBh
QuickBooks Team

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

Hello, @b3m3ra1d, @drpcindy

 

I've checked our reports, and our product engineers are still working to provide a permanent resolution. Also, this concern is now set as a priority to ensure no additional clients will be affected.

 

In the meantime, our recommended workaround provided by our engineers is by creating a bill, then Save it. After that, click the Mark as Paid on the bill you just saved. 

 

Once done, re-enter all the bill payment information checks, then hit Save so the payment checks will save to the bill as designed. 

 

See the screenshot below for your reference: 

 

 

 

Furthermore, if you haven't called our support, I'd suggest contacting them so you can be added to the list of affected users. Also, to get further updates from time to time. Please follow the steps provided by my colleague JessT above. 

 

I'd added topics about managing your vendor's credits, payments, purchase orders, pay an expense, and bills. 

 

 

Leave a comment below if you have any other questions. I'm always here on your back. Keep safe.

StacheFabric
Level 1

Anyone know how to click on an Expense and then "Add" bills to it to create a Bill Payment?

I too have experienced the identical issues as others described above and below.  ie Rktoor ddev etc.

I've been doing this process for about three years and has stopped recently.

My first call to support was 10/27, 11/03 and tonight 11/17.

I've sent feedback with references.

I've used multiple PC's, browsers, WIN 7, WIN 10, deleted cache, cookies, history etc, incognito, download free app on PC.

I have just sent another feedback to the INV-51491 issue.

need help soon.

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