Select Bills to be Paid

OFGAC · ‎October 21, 2019

I'm trying to clean messes from a previous bookkeeper and I'm down to one last problem. There is an amount, for an older Journal Entry Adjustment, that shows up on the Select Bills to be Paid screen as a debit in the amount of $1,224.59. However, in the Accounts Payable Account this same Journal Entry Adjustment is shown as a credit in the amount of $1,179.07. This is a difference of $2,403.66. There are also offsetting debits in the Accounts Payable Account which offset the $1,179.07 exactly leaving a zero balance. The accounting records are fine everything balances.

The Select Bills to be Paid system does not allow me to select an amount with a debit balance so I can't get rid of it or see what offsetting amounts might exist for it. This appears to me to be a corrupt record but I want to get it off the Select Bills to be Paid screen. Is there some way to work around this issue?

Regina_Lend_A_Hand_Accounting · ‎October 21, 2019

Journal entries can be applied as bill payments. Try creating a bill payment and then selecting the journal entry that offsets the open bill balance as the payment to zero out the bill balance.

Catherine_B · ‎October 21, 2019

It looks like you're using QuickBooks Desktop, OFGAC.

We can check the Open Balance report for the specific vendor to see the transaction used to offset the amount, and the debit entry in Accounts Payable account.

Let me show you how:

From the Vendors menu, select Vendor Center.
Click on the vendor's name.
In the Vendor Information panel, click Open Balance under the Report for this vendor section.
Filter the report period.

If it's a debit entry in your accounts payable account, we can remove the transaction from the Select Bills to be Paid window by linking it to an open bill. If not, you might need to create an offsetting bill of the same amount.

I also suggest reaching out to an accountant to help you with your accounts payable workflow.

The Community is always around if you need more help.

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