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LLA_ATL
Level 1

How to handle the outstanding balance on a bill, once the event was cancelled (and the deposit has been retained)

Here's the situation:

I work for a school, which typically has a Summer Camp program.  We engage outside people to come in once a week, and provide special enrichment activities (musical performances, storytellers, the Georgia BubbleMan (who, btw, is great!). Here's a summary of what I'm struggling with...

(I'm going to use the story teller as my example.)

 

In January, we booked the story teller for a performance appearance in June.

Also in January, the storyteller sent us an invoice for $235; $100 due upon receipt, with the remaining balance due on the date of the performance.

So - I entered the bill for $235 into QuickBooks, and issued a check for the $100, leaving a balance of $135.


Here's the bill:

 

Story teller bill.png

 

 

 

 

 

 

 

 

 


My intent was to just let that sit there, until we got closer to the event, at which time I would cut the check for the remaining balance.  However, as you may have suspected - we have cancelled camp for the month of June.  No camp? No storyteller.

 

She is keeping the $100 deposit (and I don't blame her, storytellers gotta eat, too!) but now I'm left with the bill hanging around in my PAY BILLS window.


Here it is, just hanging around...

 

Storyteller Bill Pay Window.png

 

 

 


I feel like this should be the easiest, most obvious, problem to solve... and yet?  I'm totally stumped!!!!

 

How do I make the additional $135 go away????

 

Any insight/assistance on this is v v much appreciated!!!

Solved
Best answer May 19, 2020

Best Answers
Tori B
QuickBooks Team

How to handle the outstanding balance on a bill, once the event was cancelled (and the deposit has been retained)

Good evening, @LLA_ATL.

 

I hope you're enjoying the day so far. 

 

There are two ways that you can remove the amount. Before choosing one, I recommend reaching out to your accountant so they can advise which option best suits you and your business. If you don't have an accountant, don't sweat. You can find one here in our Resource Center

 

1. You can create a Journal Entry to write off the amount. 

2. Or you can use Discounts to write off small amounts. 

 

You can check out Write off customer and vendor balances for more details. 

 

Please let me know if you have further questions or concerns. I'll be here every step of the way. You can always reach out to the Community or me anytime you need a helping hand in getting back to business. Take care!

 

 

 

**Say "Thanks" by clicking the thumb icon in a post

**Mark the post that answers your question by clicking on "Accept as solution" 

View solution in original post

3 Comments
Tori B
QuickBooks Team

How to handle the outstanding balance on a bill, once the event was cancelled (and the deposit has been retained)

Good evening, @LLA_ATL.

 

I hope you're enjoying the day so far. 

 

There are two ways that you can remove the amount. Before choosing one, I recommend reaching out to your accountant so they can advise which option best suits you and your business. If you don't have an accountant, don't sweat. You can find one here in our Resource Center

 

1. You can create a Journal Entry to write off the amount. 

2. Or you can use Discounts to write off small amounts. 

 

You can check out Write off customer and vendor balances for more details. 

 

Please let me know if you have further questions or concerns. I'll be here every step of the way. You can always reach out to the Community or me anytime you need a helping hand in getting back to business. Take care!

 

 

 

**Say "Thanks" by clicking the thumb icon in a post

**Mark the post that answers your question by clicking on "Accept as solution" 

View solution in original post

LLA_ATL
Level 1

How to handle the outstanding balance on a bill, once the event was cancelled (and the deposit has been retained)

Thank you, thank you!!!  I do appreciate this - you've given me two directions in which to look, and I'll ask our accountant which is the preferred method for us! 

 

I genuinely appreciate your help -

LLA

Ashley H
QuickBooks Team

How to handle the outstanding balance on a bill, once the event was cancelled (and the deposit has been retained)

Thanks for your response, @LLA_ATL.

 

You're most welcome! Just know that if you need any help in the future, please don't hesitate and reach back out to us. We're always happy to help.

 

Best wishes to you and your company. Have a beautiful day.

 

 

 

**Say "Thanks" by clicking the thumb icon in a post
**Mark the post that answers your question by clicking on "Accept as solution"

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