error for entering bill

I'd also feel the same when encountering the error, @bedford-ali. I'll go over how we can fix it so you can get back to entering your bills seamlessly in QuickBooks Desktop.

Please know that the systems won't allow you to record a transaction with two Accounts Receivable (A/R) accounts, two Accounts Payable (A/P) accounts, and one A/R and A/P account. Thus, it's why you get an error message prompt.

QuickBooks provides these workarounds to get rid of the error:

1. Manage bad debt in the accrual method
2. Write off a receivable against a payable
3. Transfer an amount between A/R or A/P accounts
4. Remove A/P as the default vendor pre-fill account.

You can visit this article for more details, where you can choose one of the resolutions that fits your scenario: Warning: You cannot use more than one AR or AP account in the same transaction.

To ensure your transactions are posted correctly and prevent errors in the future, you'll need to review the category of your deposits. Check out this resource as your guide: Add and match Bank Feed transactions in QuickBooks Desktop.

Let me know if there's anything else you need about bills. Just leave a comment below, and I'll get back to you.

@Carneil_C  thanks for reply. but the thing is my transaction doesn't have any of this conditions. means my vendor is just vendor and doesn't have AR account. i'm entering item from my item list that is AP also. so i don't use AR and AP account in same time at all. so i don't know why i get this error.

Hello there, @bedford-ali.

I know the importance of recording transactions correctly for books to remain accurate and error-free. Allow me to chime in and help you get this working so you can save the transaction and pay your bills in QuickBooks Desktop (QBDT).

This error usually shows up if you have multiple A/R and A/P accounts in your company file. It can also be related to the vendor's settings, as you can't associate an A/P account with an inventory item.

To ensure we're on the same page, can you send a screenshot of the item you've entered in the item list? Any additional information will get us closer to the resolution. Any extra information is appreciated.

We're looking forward to hearing from you. Have a great day!

thanks, here is one of the items that i added.

@LollyNino_C  thanks, here is screenshot of one item that I added from item list.

We appreciate your prompt response, Bedford-Ali. I've come to share additional insights and ensure you're able to create and pay bills efficiently.

As I've seen on your screenshot, the A/P account dropdown when creating the bill is enabled and is showing as Accounts Payable. This reflects that you have two or more A/P accounts created. You'll want to review the account type set up on your Chart of Accounts (COA) and the account type associated with your inventory items. If you're selling the item, use an income account, otherwise, use an expense account if you're buying it. This way, entering bill transactions will seamlessly be recorded. 

Additionally, if accounts are accurately set up and verified no discrepancies are found on your chart of accounts, this might have caused data damage to your company file. To help us identify and ensure bills are created, let's run the Verify Rebuild Data tool. Beforehand, please make sure your QuickBooks Desktop is up-to-date so you'll always have its latest features and fixes. To do this:

1. On the top menu, click File and select Utilities.
2. Click on Verify Data.
3. Select OK when QuickBooks doesn't detect any problem with your data.
4. If Verify finds an issue with your data, you'll be prompted to Rebuild Now or View Errors.
5. Click Close or View Errors and take note of the specific error message.

Then, here's how to rebuild data:

1. On the top menu, click File and choose Utilities.
2. Click OK if you receive a prompt to back up your company file.
3. Select OK when the rebuild is complete.
4. You can run the Rebuild Data again to ensure there's no error.

Moreover, you may want to visit this guide to help you review and match your banking accounts to verify the accuracy of your financial data: Reconcile an account in QuickBooks Desktop.

I'll be available in this thread if you require additional assistance managing your account and vendor transactions. Feel free to let us know in the comments below, and we'll be around anytime you need help. Keep safe!

@bedford-ali,

• Is there anything entered on the Expenses tab?
• Try saving one item at a time to isolate if it's only one of them causing the issue.
• If both items are bad, how about a different item?
• Is it happening randomly?
• Is it happening with all vendors?
• The same items on an invoice is the same issue?

Let me know if this helps.

(Please cheer/kudo if you like my answer.)

JS

@FateCandylaneT A/P dropdown is active because we have two currency based A/P accounts for our vendors , A/P AED and A/P EURO. also regarding items for one item we do bot sell/buy. means first we buy it and then sell the same. this is the reason that our stock associated with OTHER CURRENT ASSET account. 

i tried Verify and Rebuild many times one time it resolved my issue but this time no. strange thing is this issue occurs randomly and today i tried same and it works without error!!

@OnTrack Team pls find your answers:

1- no expense tab is blank

2- i tried with just one item but still is same

3- i tried all items one by one, even another items that i added to the list before for other vendors but error is there

4- yes it's happening randomly

5- when it happens yes happens for all vendors

6- regardless of item or vendor or invoice i selected it happens

and strange thing is today i tried again exactly same thing and i didn't get the error and i entered bill!! 

Hello there, @bedford-ali.

I appreciate you trying to troubleshoot the issue by running the Verify and Rebuild tool.

Since you're getting this issue randomly, I recommend contacting our Customer Care team. This way, you can request for a screen-sharing session to investigate further of the issue.

Here's how:

1. Open QuickBooks.
2. Go to Help, then select QuickBooks Desktop Help/Contact Us.
3. Select Contact Us.
4. Give a brief description of your issue, then select Continue.
5. Sign-in to your Intuit account, and select Continue, and then Continue with my account.

• If you don't already have an account, make sure to Create a new account.

1. We'll email you a single use code. Enter your code and select Continue.

• If you have more than one account, select the account you want to use and then Continue.

1. Select to chat with us or Have us call you.

For future reference, you can read this article about reconciling accounts in QuickBooks Desktop: Reconcile an account in QuickBooks Desktop.

Feel free to comment below if you have questions about managing vendor bills. I'm always here to help. Have a great day.