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Combined two vendors now have open invoices from previous years

I am the treasurer for a small 501(c)3 and I am getting ready to turn it over to a new treasurer on June 30.  I found a duplicate vendor with a miss spelling from the previous treasurer.  When I combined the two vendors into one it took the two old invoices from the miss spelled vendor and now they show up on my reconciliation screen as being open.  They look ok in the register but all my totals are now off by this amount and they also show up in accounts payable.  The records are from 2013 and 2017.  How do I get rid of them?  I know I could do a journal entry to get them to balance but I don't want them to show up on the reconciliation screen and confuse the new person. All the invoices from the correctly spelled vendor are just fine.

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Best answer 05-14-2019

Accepted Solutions
QuickBooks Team

Re: Combined two vendors now have open invoices from previous years

Thanks for reaching out to the Community, @Kerrijo512.


When merging vendors together, there should be no changes in their individual transactions. Let’s pull up the Audit trail report to verify if someone edited the bills in QuickBooks Desktop.

  1. Go to the Reports menu and select Account & Taxes.
  2. Select Audit Trail.
  3. Customize the dates in the report’s page.
  4. Click Refresh to update the report.

Reports 1.PNG reports 2.PNG

 

If you find no activity related to the two open bills, I recommend restoring the backup file created before combining the vendors. This way, we’ll know if the process unlinked the payments.

  1. Click the File menu and select Open or Restore Company.
  2. Choose Restore a backup copy, then click Next.
  3. Select Local Backup, then hit Next.
  4. Search for the backup file from the Look In drop-down.
  5. From the folder, the file name should appear as [Company Name].qbb. Select it and click Open, then Next.
  6. Save the restored file on the location where you can find it easily.
  7. In the File name field, enter a new file name.
  8. Hit Save.

restore 1.PNG restore 2.PNG restore 3.PNG

 

Screenshots attached for steps 1-3. Check out this article for more information: Restore a backup of your company file


If the payment was unlinked to the bill, locate and reapply them to balance the totals off. Then, mark the transactions as cleared on the Reconciliation window. 


Here are articles to help you with the process: 

That should get you back on track.


Keep me updated on how that goes for you. I’m always here to help. Have a good one!

View solution in original post

1 Comment
QuickBooks Team

Re: Combined two vendors now have open invoices from previous years

Thanks for reaching out to the Community, @Kerrijo512.


When merging vendors together, there should be no changes in their individual transactions. Let’s pull up the Audit trail report to verify if someone edited the bills in QuickBooks Desktop.

  1. Go to the Reports menu and select Account & Taxes.
  2. Select Audit Trail.
  3. Customize the dates in the report’s page.
  4. Click Refresh to update the report.

Reports 1.PNG reports 2.PNG

 

If you find no activity related to the two open bills, I recommend restoring the backup file created before combining the vendors. This way, we’ll know if the process unlinked the payments.

  1. Click the File menu and select Open or Restore Company.
  2. Choose Restore a backup copy, then click Next.
  3. Select Local Backup, then hit Next.
  4. Search for the backup file from the Look In drop-down.
  5. From the folder, the file name should appear as [Company Name].qbb. Select it and click Open, then Next.
  6. Save the restored file on the location where you can find it easily.
  7. In the File name field, enter a new file name.
  8. Hit Save.

restore 1.PNG restore 2.PNG restore 3.PNG

 

Screenshots attached for steps 1-3. Check out this article for more information: Restore a backup of your company file


If the payment was unlinked to the bill, locate and reapply them to balance the totals off. Then, mark the transactions as cleared on the Reconciliation window. 


Here are articles to help you with the process: 

That should get you back on track.


Keep me updated on how that goes for you. I’m always here to help. Have a good one!

View solution in original post

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