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Level 1

Clearing list for bill against inventory

I have taken over the accounting for a company who's previous employee really mucked things up. Apparently she entered bills into QB, but didn't enter them against the inventory. So when I go to "Enter Bills Against Inventory," I see a list of items from 2018. I want to clear these out. I have tried to go back and figure out the history of each inventory item and bill that came in, but it's impossible. What can I do to clear this list so that it only reflects the true items we're waiting on a bill for?

10 Comments
Moderator

Re: Clearing list for bill against inventory

Thank a lot for the complete details of your concern, adirato.

 

Before clearing the list of items in the "Enter Bills Against Inventory" window, let's go ahead and determine first which ones have been already billed or not.

 

To do so, run the Purchases for Item Detail report. This shows the purchase totals and lists the transactions that contributed to each total. The Item Receipts on this report are the ones that haven't been billed.

 

Here's how:

  1. Go to  Reports at the top.
  2. Under Purchases, select Purchases by Vendor Detail.
  3. Set the date range at the top.
  4. Click the Refresh button.

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You'll want to go through each transactions and double-check which inventory items should be billed or not.

 

If you need to create a bill for the item, double-click it, check the Bill Received button and hit Save and close. However, if the inventory transaction has been associated already, open and delete it to avoid duplicate entry.

 

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I'd like to share these resources to learn more about the Accounts Payable workflows:

If you have any questions, please let me know by posting a comment. I wish you all the best.

Level 1

Re: Clearing list for bill against inventory

I'm not sure this helped, as I think something got lost in my explanation. Or I'm not understanding your suggestions.

 

So I ran the report and found a vendor with a bill (to us) during the time frame in question. So I go back to the home screen, click on "Enter Bills Against Inventory" and on the "Select Item Receipt" pop-up, I enter the vendor's name. Sure enough, there's several open Item Receipts from 2018 there. But this item we purchased was already "received into inventory (without bill)" first, and then the bill was made and paid. There are no duplicates, and I don't want to delete an item receipt because we clearly received the item. The problem is that when the bill was made, it wasn't associated with the item receipt, so it still appears in my pop-up.

 

I've attached a screenshot of the vendor transactions and boxed the exact example in red (I've redacted any sensitive info in black). I'll also attach a photo of the "Select Item Receipt" pop-up window where you can see the item is still waiting to be billed.

screenshot1.png screenshot2.png

QuickBooks Team

Re: Clearing list for bill against inventory

Hello there, adirato. 

 

We have 2 Accounts Payable workflows on QuickBooks Desktop. Yours applies to Workflow 1 (Purchase Order - Receive Inventory - Enter Bills against Inventory - Bill Payment).

 

Once you create an item receipt and receive the inventory, you should enter a bill against it. If it's not converted to a bill, it will increase the quantity on hand (QOH) twice. Since the bill isn’t linked to the item receipt, you’ll have to delete it. This way, it will correct your actual QOH. 

 

Check out this article that will give you more details about the Accounts Payable workflow

 

Let me know if you need more help. 

Level 1

Re: Clearing list for bill against inventory

That's still no help. The bill has already been entered (manually) and paid. Without linking it to the item receipt. If I delete it, it will also delete the check register and require me to recreate the entire deposit from scratch. I'm asking if there is an easier/faster way to clear the item receipt list without affecting the payment that was already made and without affecting our inventory count.

Moderator

Re: Clearing list for bill against inventory

Good day, adirato.

 

The best way you can do to clear the item receipts is to delete them. That way, it will decrease your inventory counts.

 

Deleting them will not affect the bill and payment entered, since it's manually created.

 

I'll be right here if you have follow-up questions about clearing out your item receipts in QuickBooks.

 

Level 1

Re: Clearing list for bill against inventory

Hi Glinette - Yes, I could do that. Manually, one at a time, which is what I would have done. I was wondering if there was any other faster solution. Since deleting the item receipt may not affect the bill or payment, but *will* affect my inventory count. So I'd have to delete the item receipt AND do a manual Qty adjustment to each item left in that list.

 

Correct?

Moderator

Re: Clearing list for bill against inventory

Good to have you back, adirato.

 

There's no need for you to do a manual quantity adjustment. Your old process affects your quantity on hand twice, deleting those item receipts already corrects your quantity on hand (QOH).

 

Please let me know if there's anything else I can do to help with correcting your QOH in QuickBooks.

Level 1

Re: Clearing list for bill against inventory

Except that we've already done manual inventory adjustments since the time of those item receipts. Essentially the numbers of my inventory items is exact to match what is actually in our warehouse as of this month. :-(

Moderator

Re: Clearing list for bill against inventory

Thanks for sharing, adirato.

 

One thing I can suggest is to reach out to your accountant before deleting those item receipts. That way, you can avoid messing up your books since you've done inventory adjustments.

 

Please come back if you have more questions with inventory adjustments in QuickBooks. We're here to help.

Level 1

Re: Clearing list for bill against inventory

Sorry, we don't have an accountant. Which is why I'm asking in the Quickbooks community support for the best course of action.

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