Bill Tracker shows Item Receipts as Unpaid Bills

Jeff_BCI · ‎March 13, 2024

When I go into Bill Tracker, it shows a balance under Unpaid Bills and lists out all my Item Receipts. The Status column for these Item Receipts shows Open. But all of the bills associated with the receipts are paid. If I look at AP Aging, it shows 0 bills open. How do I close out the Item Receipts so Bill Tracker accurately shows what my Unpaid Bills balance is. Or do I need to forget Bill Tracker and just use my reports.

JaeAnnC · ‎March 14, 2024

I appreciate the additional detail, Jeff. Let me shed some light on how the Enhanced Inventory Receiving (EIR) works in QuickBooks Desktop (QBDT) Enterprise.

Yes, you're right. The Bill Received checkbox on the Item Receipt window is unavailable when you enable the EIR feature since it separates the receiving process and transaction from the vendor bill entry and accounts payable accounting.

Without the EIR, QBDT would increase the inventory on hand and accounts payable. The item receipts wouldn't show in the Pay Bills window unless converted into a bill.

With the EIR, the item receipt increases the inventory on hand, and a liability account called Inventory Offset will be created. Even when the bill is entered, the item receipt will remain.

That said, you can rely on your A/P Aging report instead of the Bill Tracker. For further guidance, I suggest consulting your accountant to ensure your books are accurate.

Moreover, you may refer to this article to settle your payables in QBDT: Pay bills in QuickBooks Desktop.

Keep in touch if you have further concerns about the bill tracker, and we'll ensure to respond promptly to your queries. Stay safe, and have a great rest of the day.

View solution in original post

MAnneJ · ‎March 13, 2024

Thanks for posting to the Community, Jeff. Let's follow the steps to empty your Bill Tracker with the Item Receipts in QuickBooks Desktop (QBDT).

Yes, you may use the reports tab as an alternative option. However, to remove the items on the bill tracker's tab, I'd recommend marking the Item Receipts as paid to empty your Bill Tracker tab. By this, you'll not be able to have the list when you click the Bill Tracker, and it will accurately show your unpaid Bills balance.

Here are the steps to follow:

Go to the Vendors tab.
Select Bill Tracker.
Choose the Item Receipt on the page and double-click the transaction.
On the Item Receipt page, tick the box Bill Received.
Once done, Save & Close.

QBDT item receipt.JPG

QBDT bill save.JPG

After this, the item receipt will disappear on the Bill Tracker page when you check for it.

In addition, you'll want to check this article to learn how to run reports in QBDT: Reports QuickBooks Desktop.

Please don't hesitate to reply to this thread should you need additional assistance managing expense transactions in QBDT. I'll keep an eye out for it.

Jeff_BCI · ‎March 14, 2024

My Item Receipts window does not have that check box. I forgot to mention, I have Enhanced Inventory enabled, which may be why.

JaeAnnC · ‎March 14, 2024

I appreciate the additional detail, Jeff. Let me shed some light on how the Enhanced Inventory Receiving (EIR) works in QuickBooks Desktop (QBDT) Enterprise.

Yes, you're right. The Bill Received checkbox on the Item Receipt window is unavailable when you enable the EIR feature since it separates the receiving process and transaction from the vendor bill entry and accounts payable accounting.

Without the EIR, QBDT would increase the inventory on hand and accounts payable. The item receipts wouldn't show in the Pay Bills window unless converted into a bill.

With the EIR, the item receipt increases the inventory on hand, and a liability account called Inventory Offset will be created. Even when the bill is entered, the item receipt will remain.

That said, you can rely on your A/P Aging report instead of the Bill Tracker. For further guidance, I suggest consulting your accountant to ensure your books are accurate.

Moreover, you may refer to this article to settle your payables in QBDT: Pay bills in QuickBooks Desktop.

Keep in touch if you have further concerns about the bill tracker, and we'll ensure to respond promptly to your queries. Stay safe, and have a great rest of the day.

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Bill Tracker shows Item Receipts as Unpaid Bills