Vendor center shows open balance that should be zero

Verify data is a good way to identify errors, FlyOverLand.
 

Let's troubleshoot next using the QuickBooks File Doctor. Here's how:

1. From the tool hub, select Company File Issues.
2. Select Run QuickBooks File Doctor. It can take up to one minute for the file doctor to open. Note: If the QuickBooks File Doctor doesn't open, search for QuickBooks Desktop File Doc and open it manually.
3. In QuickBooks File Doctor, select your company file from the drop-down menu. If you don’t see your file, select Browse and search to find your file.
4. Select Check your file (middle option only) and then Continue.
5. Enter your QuickBooks admin password and then select Next.

The scan time depends on your file size. In most cases, it can take up to 5 minutes. Once the scan finishes, open QuickBooks and your company file. The scan may say it was unsuccessful even if it fixes your issue.

Check this article to learn more: Fix company file and network issues with QuickBooks File Doctor.

I'll be here if you have other questions. 

Hi MLM,

I finally got a chance to do that and it did not change anything.

The File Doctor reported no problems, and left the transactions unchanged.

One thing I neglected to mention earlier is that the confusing transactions showing an open balance have a blank aging days, which is somewhat helpful in recognizing them, but I'd still prefer not to see an open balance that does not need any action.

Thanks for the suggestion.

Thanks for the additional details, @FlyOverLand.

I'll help you get rid of the open vendor balance in QuickBooks Desktop.

Based on your original post, I can see that the open balance doesn't match the vendor list on the left. The usual cause of this incorrect amount is a transaction error. To isolate this, you can run a Vendor Balance Detail report.

Here's how to do it:

1. Select the Vendors menu, and then Vendor Center.
2. Choose the vendor with open balance discrepancies.
3. Go to the Transactions tab on the right.
4. Select Balance Details from the Show drop-down.
5. You can also use the Filter by and Date drop-down arrows to narrow the transaction list further.
6. Click View as a Report from the Run Reports drop-down.
   
7. Review the transactions.

If the balance is too high, you may have paid a bill using a check instead of going through the Pay Bills window. To fix this, please refer to bill shows as unpaid after writing a check article at this link.

If the balance is too low, you may have entered the wrong amount in a transaction. You can look for the bill or bill payment in the Vendor Balance Detail report and then edit it.

To learn more about this, please head to this link: Adjust the current balance for a vendor.

Also, QuickBooks Desktop will automatically create a bill for the vendor if you've entered an amount in the Opening Balance field. This can cause balance issues. To remove this, you'll have to open the bill and delete it.

Lastly, you can pull up other vendor-related reports to know and settle your payables. To achieve this, navigate through the Reports menu. Then, select one from the Vendors & Payables section.

I'm still up and running if you need help with handling vendor transactions or anything else related to QuickBooks. Take care!

Hi ReyJohn,

Thanks for the suggestion.

But, my balance is not really incorrect. As I noted in my original post, if I select SHOW 'Balance Details' the troublesome transactions are not listed and the total 'OPEN BALANCE' for the transactions matches 'BALANCE TOTAL' in the vendor list.

If I select SHOW 'All Transactions', then the transactions without a 'AGING' days show up and the sum of 'OPEN BALANCE' transactions exceeds the 'BALANCE TOTAL by those transactions in the list.

Maybe these attachments will help to illustrate.

Any other ideas?

Thanks

Thanks for the quick reply, @FlyOverLand.

I appreciate you for attaching a screenshot and following the steps presented above. I'll point you in the right direction so your transaction list will resolve as soon as possible. 

Our Technical Support has the proper tools to examine your list and investigate the root cause of the problem. They can also create an investigation case and send it to our engineers to further review if needed. 

Here's how: 

1. Go to the Help menu, then choose QuickBooks Desktop Help. 
2. Click Contact Us. 
3. Type your concern in the description box. 
4. Hit Let's talk and choose a way to connect. 

Please ensure to call them within business hours to guarantee we cater to your concern punctually. 

I've also attached pages that might help in writing off balances, customizing vendor reports, and other topics. 

• Write off customer and vendor balances
• Customize reports in QuickBooks Desktop
• Expenses and vendors

Please don't hesitate to let me know how the call goes and if you have other concerns. Keep safe!

I have same exact issue the only time it doesn’t show in open valid smell is when you have a bill and then you pay bill and write a check then they cancel each other out for the ones that I just write a check for keep an open balance, and it’s super annoying

And your bills should have another line under it somewhere depending when u pay the bill saying bill payment.   A bill with a matching bill payment will show zero. My issue is I don’t want to have to enter all bills. I just want checks written out and now I find myself w a check showing open balance like ur post says. I’m thinking every this has to have an opposite that. Every left has to have a right. To balance. So bill and bill payment= balanced. Zero open. Check and just writing it out = not balanced against anything 🤷🏼‍ but I have no idea that’s why I’m here 🤦🏼‍

Thanks for providing a screen shot, MommyTheBommy.

I'll provide you some tips for managing your vendor transactions. Both bill and check are technically an expense. These have different meanings in QuickBooks. A bill is money that your company owes but plans to pay later. While a check is payment that your company pays for a purchase on the spot.

If you create a bill for your vendor, you can use the Pay Bills feature to pay it. This will zero the balance. If you created a check to pay the bill, you'll need to link the check to the bill to clear it's balance.

Here's how:

1. Open the check you created. Change the Expense account to Accounts Payable.
2. From the Customer: Job dropdown, select the vendor name. If you don't enter a name, QuickBooks will ask you to choose a vendor for the Accounts Payable line item.
3. Select Save & Close.

Then pay the bill.

1. Go to the Vendors menu, then select Pay Bills.
2. Select the bill connected to the check.
3. Select Set Credits, then go to the Credits tab.
4. Put a check on the credit. Change the amount as needed.
5. Select Done. Then select Pay Selected Bills.

On the other hand. if you don't want to general all bills and write a check to pay your vendor. Then, you can delete the bills and keep the check. This will ensure your actual vendors balance is accurate. I recommend reviewing this article for more details: Bill shows as unpaid after writing a check in QuickBooks Desktop.

Furthermore, you can choose from a wide variety of ready-made vendor reports in QuickBooks Desktop. Check out this resource to know where your business is in terms of expenses and accounts payable: Customize vendor reports.

If you need further assistance managing your vendors, let us know. We're always here to help you.