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Level 4

Deleting an Entered Bill

In reviewing a new client's books for the last several years I discovered that the client had been writing a check for credit card payments, but not actually entering the actual expense.  I have cleaned up the credit card statements and reconciled them, but I am not sure the appropriate way to delete the [old] check information that shows up on [Pay Bill]

 

All of the original checks that were coded to A/P were deleted and I entered them again directing them to the correct credit card.  But I have all of the old entries under [Pay Bills] and I believe they need to be deleted.  What is the correct process to delete those entries?

 

Thanks

EJ

5 Comments
Highlighted
QuickBooks Team

Deleting an Entered Bill

Hi there, @GolfNut72.

We can run the Unapplied Vendor Payments And Credits report to view the list of all unapplied bills in QuickBooks. Then, delete manually them in this report. Here's how:

 

  1. Go to the Reports menu and select Report Center.
  2. Look for Unapplied Vendor Payments And Credits report in the Search bar.
  3. Once done, click Run (>) to display the report.
  4. Locate the old transaction and double-click on it to open. 
  5. Press CRTL+D to delete or select the Delete button. 
  6. Yes to confirm


Just in case you need to undo the changes that you've made, I recommend creating a backup of your company file. This will also make sure that your data is safe in case of data failure.

 

If you need more help regarding other tasks in QuickBooks Desktop, you can check our articles here. Make sure that the topic is set as "QuickBooks Desktop."
 

I'm always here to help if you have any other concerns or questions. Just tag my name in the comment section and I'll get back to you as soon as I can.

Highlighted
Level 4

Deleting an Entered Bill

ReymondO

 

Thank you for the report solution and that worked to a point.

 

I ran the report and found a few items that I was able to clear up.

But that didn't clear up everything -

 

If I click on Pay Bills - it opens with a list of "unpaid" bills, that have actually been paid.

They were originally paid through pay bills but applied to the wrong account.

Per - QB support directions - I deleted the checks where the payments were made and then re-entered them (in the check register) and corrected the account it should be applied to.

 

But that now leaves about 50+ entries (3 credit cards over almost 2 years) that show up when I click on Pay Bills.  If I click on a single bill, it opens the bill but does not give me an option to delete it.  Am I missing something?  I can get an Unpaid Bills Detail, but again, no opportunity to delete the bill.

 

Thank you for your assistance with this.

 

EJ

Highlighted
Level 4

Deleting an Entered Bill

Follow up to my previous reply -

 

I figured out how to delete the bill - even though there was no button to delete - Ctrl-D did allow me to delete the entry.

 

Thank you

 

EJ

Highlighted
Level 4

Deleting an Entered Bill

I am reviewing the unpaid Bills Detail and I have a question about what it is reporting

 

On some of the transactions under type, it says Bill and on others, it says Bill Pmt-Check.

 

It appears that Bill Pmt-Check is the check that was written from the checking account but why does it appear in Unpaid Bills Detail?

 

Thanks

EJ

Highlighted
QuickBooks Team

Deleting an Entered Bill

Hi there, GolfNut72.

 

It's glad to know that you figured out to be able to delete the bill.

 

When entering a bill in QuickBooks, you can pay it using the Pay Bills feature. However, if you Write Checks to pay for existing bills, the two transactions won't be linked. The bill remains in an unpaid status. That's why it is shown under Unpaid Bills Detail.

 

To sort this issue, I suggest following the different steps below on how to fix this.

 

First, you can keep the check and delete the bill if you don't need all of your payment information to appear in Accounts Payable.

 

Next, you can link the check to the bill if the check has been reconciled.

 

Here's how:

 

  1. Open the check you created. Change the Expense account to Accounts Payable.
  2. From the Customer: Job dropdown, select the vendor name. If you don't enter a name, QuickBooks will ask you to choose a vendor for the Accounts Payable line item.
  3. Hit Save & Close.

 

Once done, you can now pay the bill. Follow these steps:

 

  1. Click the Vendors menu. Then select Pay Bills.
  2. Select the bill connected to the check.
  3. Choose Set Credits, then go to the Credits tab.
  4. Put a check on the credit. Change the amount as needed.
  5. Select Done. Then choose Pay Selected Bills.

 

Now if you check the transaction history, it shows the regular check as the payment.

 

If the issue continues to occur, you can click this article and start following solution three: Bill shows as unpaid after writing a check-in QuickBooks Desktop. This provides other steps on how to fix the Bill shows as unpaid after writing a Pmt-Check.

 

I'd also recommend consulting your accountant. They have the tools to link the payments and bills by batch for you.

 

Please refer to this article to see how QuickBooks Desktop offers a wide variety of built-in financial reports that provide different perspectives on how your business is working: Customize company and financial reports.

 

Please know that you're always welcome to post if you have any other concerns. Wishing you and your business continued success.

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