Bill shows unpaid but has been paid already with a credit card,

Bernardett · ‎May 17, 2021

There has been people working for our company doing wrong entries. They created bills for a vendor we have to pay monthly, how ever those bills were paid with a credit card. A/P still shows an outstanding balance.

Should I delete the bills created by the other people to avoid duplicates? and What can I do to debit the A/P since the Credit card already took care of the bills.

AlexV · ‎May 18, 2021

Hi Bernardett!

I understand that the bills were paid already. Let me show you how we can handle them in QuickBooks Online.

We can create a bill payment to close the bill. Follow these steps:

Go to the + New button and select Pay bills.
Select a Payment account and enter the details needed.
From the list of open bills, select the paid ones.
Tap Save and close.

I suggest you check this link on how to manage bills: Enter bills and record bill payments in QuickBooks Online.

If you linked your credit card account to QuickBooks Online, what you'll need to do is simply match the debit transaction to the open bill. This does not just close it but also avoids duplicate entries.

From the Banking or Transactions menu, select Banking.
Find the downloaded transaction, select it to expand the view, and click Find match.
On the Match transactions page, search for the match bill entry and check the corresponding tickbox.
Tap Save.

You can check this link for the detailed steps on what to do with the downloaded transactions: Categorize and match online bank transactions in QuickBooks Online.

Also, you may visit this link for more references about vendor transactions: Expenses and vendors.

Keep on posting here if you need more help. Take care!

View solution in original post

AlexV · ‎May 18, 2021

Hi Bernardett!

I understand that the bills were paid already. Let me show you how we can handle them in QuickBooks Online.

We can create a bill payment to close the bill. Follow these steps:

Go to the + New button and select Pay bills.
Select a Payment account and enter the details needed.
From the list of open bills, select the paid ones.
Tap Save and close.

I suggest you check this link on how to manage bills: Enter bills and record bill payments in QuickBooks Online.

If you linked your credit card account to QuickBooks Online, what you'll need to do is simply match the debit transaction to the open bill. This does not just close it but also avoids duplicate entries.

From the Banking or Transactions menu, select Banking.
Find the downloaded transaction, select it to expand the view, and click Find match.
On the Match transactions page, search for the match bill entry and check the corresponding tickbox.
Tap Save.

You can check this link for the detailed steps on what to do with the downloaded transactions: Categorize and match online bank transactions in QuickBooks Online.

Also, you may visit this link for more references about vendor transactions: Expenses and vendors.

Keep on posting here if you need more help. Take care!

Bernardett · ‎May 20, 2021

Awesome! This worked, than you.

Candice C · ‎May 20, 2021

Hey again, @Bernardett.

It's great to hear that the steps we provided you with helped resolve this issue. The Community and I are always here to have your back.

Should you need any further assistance with your QuickBooks account, feel free to ask. I'm only a comment away!

Stefany Dolan · ‎January 30, 2023

We recently linked our credit card to QuickBooks along with out checking accounts. I have some questions about posting the credit card payment that is showing as able to be matched from the checking account we paid it out of.

The match that is found links the bill I posted earlier this month (complete with categorizing each line item to the appropriate expense account). When I click "match" the bill is removed from the unpaid bill report (as it should) and the QuickBooks balance goes down appropriately. However, the QuickBooks credit card balance does not reflect the payment.

The only way to get the QuickBooks credit card balance to reflect the payment is to change the "find match" to "record as credit card payment." Then the checking account and credit card totals are correct, but the unpaid bill is still there.

If I pay the bill, then the checking account is decreased x2.

I'm stuck! Please help!

Candice C · ‎January 30, 2023

Good morning, @Stefany Dolan.

Congrats on making your first post here in the Community. Allow me to point you in the right direction to get this problem handled.

I recommend contacting our Customer Support Team so that they can review your account closer with the tools they have. Here's how:

Go to the Help icon in the top right-hand corner.
Click the Contact Us button/hyperlink.
Enter your question and hit let's talk.
Scroll down and pick to Get a callback

It's that easy!

Feel free to come back and let us know how the call goes. I'm only a post away if you need me. Take care!

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