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mwagner17
November 20, 2023
Solved

Vendors

  • November 20, 2023
  • 1 reply
  • 9 views

I have a couple vendors that I would like to inactivate but I keep getting this message:  "This vendor cannot be deleted because it is used in unbilled charges."   They have a $0 balance and we don't owe them anything.  How can I deactivate them?  

Best answer by ShyMae

I'm here to guide you on how to inactivate a vendor successfully, mwagner17.

 

You can't directly inactive a vendor in QuickBooks Online if they have a billed transaction. This is a built-in feature to ensure accurate accounting and prevent errors. 

 

On the positive side, there's still a way to achieve your desired outcome. You'll need to find the unbilled charges and unmark the billable expense.

 

Before taking the steps below, I recommend contacting your accountant to ensure your books are accurate. 

 

 

To find the unbilled charges:

 

  1. In the left-hand menu, select Reports.
  2. From the Find report by name column, type in Unbilled Charges and click it. 
  3. Tap Customize.
  4. From the Group by dropdown, select Vendor. 
  5. Click Filter and click the Vendor dropdown
  6. Tick your preferred vendor and hit Run report. 

 

To unmark the billable expense:

 

  1. Click the date below of your vendor.
  2. Select the Expense below Billable Expense.
  3. Untick all green checkmarks in the Billable column. 
  4. Hit Save and close. 

 

Repeat the steps for other expense transactions. Once done, you can now deactivate the vendor.

 

Furthermore, if you received a refund from a vendor, you can create a vendor credit to record it. 

 
I'm always ready to back you up if you need more help deactivating your vendor. You can use the reply button to submit your comment. Your experience is our priority. 

1 reply

ShyMae
ShyMaeQuickBooks TeamAnswer
QuickBooks Team
November 20, 2023

I'm here to guide you on how to inactivate a vendor successfully, mwagner17.

 

You can't directly inactive a vendor in QuickBooks Online if they have a billed transaction. This is a built-in feature to ensure accurate accounting and prevent errors. 

 

On the positive side, there's still a way to achieve your desired outcome. You'll need to find the unbilled charges and unmark the billable expense.

 

Before taking the steps below, I recommend contacting your accountant to ensure your books are accurate. 

 

 

To find the unbilled charges:

 

  1. In the left-hand menu, select Reports.
  2. From the Find report by name column, type in Unbilled Charges and click it. 
  3. Tap Customize.
  4. From the Group by dropdown, select Vendor. 
  5. Click Filter and click the Vendor dropdown
  6. Tick your preferred vendor and hit Run report. 

 

To unmark the billable expense:

 

  1. Click the date below of your vendor.
  2. Select the Expense below Billable Expense.
  3. Untick all green checkmarks in the Billable column. 
  4. Hit Save and close. 

 

Repeat the steps for other expense transactions. Once done, you can now deactivate the vendor.

 

Furthermore, if you received a refund from a vendor, you can create a vendor credit to record it. 

 
I'm always ready to back you up if you need more help deactivating your vendor. You can use the reply button to submit your comment. Your experience is our priority. 

M
mwagner17Author
November 22, 2023
Thank you, ShyMae, 
 
There were a lot of bills I had to scroll through but in the end it worked. 
 
Could you help me on this one also?  Still trying to inactivate a vendor but get this message:
 
This vendor cannot be deleted because it is used on a recurring template or scheduled liability payment.

 

 
R
Rasa-LilaMQuickBooks Team
QuickBooks Team
November 22, 2023

Thank you for coming back to the Community, mwagner17.

 

Maintaining clean and current QuickBooks lists is essential for efficient record-keeping. This practice enables you to stay organized and effectively manage your vendors. Let me guide you in the right direction on how to properly handle your concern about inactivating the list stated above. 

 

The error indicates that the vendor you're trying to delete is linked to or used in one or more recurring transactions or scheduled payments in QuickBooks Online (QBO). I've got some solutions to help get past the error:

 

  1. Find any templates or scheduled charges, paychecks, or bills, that use that vendor. Then, make the necessary adjustments or deletions.
  2. If you're unable to remove templates connected to the vendor, you may need to make the ones you want to keep inactive first before deleting the list. 
  3. Open the recurring entries and look for any transactions linked to that vendor. You'll have to eliminate or edit them first before you can remove the list.

    Here's how:

 

  1. In your company, head to the Gear icon in the upper right and select Recurring Transactions under Lists.
  2. Look for the template you're working on from the list and click the Edit drop-down to select Delete.
  3. Tap the Yes button to confirm the deletion.

 

Repeat these instructions for any remaining entries you want to get rid of. After that, deactivate the supplier. 

 

I've got a handy article that specifically addresses changing the items, customers, and company settings for your recurring transaction: Edit a recurring template in QuickBooks Online. 

 

If you come across duplicate lists or recurring entries in the future, you can refer to these resources for solutions to resolve them:

 

 

Keep me updated if you need further assistance with inactivating a supplier or any other QuickBooks-related tasks. I'll be glad to lend a helping hand. Have a great day, mwagner17.

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