bill pay wrong vendor

Thanks for getting in touch with the Community, UMDJeremy. I appreciate your detailed information.

When a payment is processed electronically through Bill Pay, the vendor field is locked to maintain your audit trail of where the funds were sent. Using Journal Entries to move balances between Accounts Payable vendors is can often lead to 'Unapplied Cash' errors like you’re seeing.

I can show you how to navigate the software to link transactions, but for the specific Journal Entry and how to handle the tax implications of the 'wrong' payment, I recommend working with an accounting professional. This ensures your 1099 reporting and bank reconciliations remain accurate.

If you're in need of one, there's an awesome tool on our website called Find a ProAdvisor. All ProAdvisors listed there are QuickBooks-certified and able to provide helpful insights for driving your business's success.

I've also included a couple detailed resources about working with QuickBooks Bill Pay and journal entries which may come in handy moving forward:

• Cancel or void a scheduled bill payment
• Use journal entries in QuickBooks Online

Please feel welcome to send a reply if there's any additional questions. Have a wonderful Wednesday!

I am a proadvisor and accounting professional. I have brainstormed multiple ways to fix this but cannot. The problem is that the client paid a bill through QBO Bill Pay yet the bill payment was not applied to any open bill. It was as if a bill was paid but then the payment didn't actually pay it, otherwise it would have matched the vendor where the bill was sitting. Now I have a bill payment on a wrong vendor and can't apply it even if I create a new bill, I can't apply it to ANY bill. So it's just hanging out as an open payment that's unapplied. I added a bill and tried to apply no dice. I tried to apply it to a journal entry and also not allowed.

This seems to be a flaw in the system if a payment can be made through Bill Pay but it's not actually applied to a bill or for a different vendor than the bill is for.

Thank you for following up on this thread, @UMDJeremy. Applying a QBO Bill Pay payment to the correct vendor requires guidance from the Payments Live Support team. Let me connect you with them for further assistance.

Bill payments processed through QBO Bill Pay cannot be manually linked to a different open bill. As mentioned earlier, QBO Bill Pay locks key details for processed payments. These include the vendor name, bank account information, and payment amount to prevent changes or reassignment.

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