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csoffice
Level 3

How do I enter an invoice after it has already been paid?

While I was on vacation, my company received our property tax bill and the owner used "Write Checks" to pay it but didn't enter the actual bill into QuickBooks. 

The check has been marked as cleared and the account (checking) has been reconciled.

 

We obviously want a record of the tax bill but how can I enter it without having it show as unpaid?

 

I've only been using QuickBooks for a couple of years so any advice would be welcome!

Solved
Best answer April 02, 2019

Best Answers
IamjuViel
QuickBooks Team

How do I enter an invoice after it has already been paid?

Glad to have you here, @csoffice.

 

I’d be glad to provide you with details on how you can enter and pay bills in QuickBooks Desktop.

 

When paying a bill, it should be done via the Pay Bill option. If you write a check to pay a bill, there’s a possibility the bill will remain as unpaid. 

 

To link the check to your bill, here’s how:

  1. Open the written check.
  2. Go to the Expense tab.
  3. Change the account associated to the check to Accounts Payable.
  4. In the Customer: Job column, select the name of the vendor or agency where you paid the Property Tax bill.
  5. Click Save and Close.

 

Once you save the check, you can now create the bill. Now, let’s pay the bill by applying the written check.

 

Here’s how:

  1. Go to Vendors
  2. Choose Pay Bills.
  3. Select the bill you want the payments to be applied to.
  4. Click Set Credits.
  5. Go to Credits tab.
  6. Put a check mark on the check.
  7. Hit Done.
  8. Click on Pay Selected Bills.

That should do it! This will allow you to enter and pay your bill using the check created in QuickBooks.

 

For additional insights, you may check out this article: Bill shows as unpaid after writing a check.

 

Feel free to visit us here in the Community if you have other questions about entering and paying bills. I’m always here to help.

View solution in original post

15 Comments 15
IamjuViel
QuickBooks Team

How do I enter an invoice after it has already been paid?

Glad to have you here, @csoffice.

 

I’d be glad to provide you with details on how you can enter and pay bills in QuickBooks Desktop.

 

When paying a bill, it should be done via the Pay Bill option. If you write a check to pay a bill, there’s a possibility the bill will remain as unpaid. 

 

To link the check to your bill, here’s how:

  1. Open the written check.
  2. Go to the Expense tab.
  3. Change the account associated to the check to Accounts Payable.
  4. In the Customer: Job column, select the name of the vendor or agency where you paid the Property Tax bill.
  5. Click Save and Close.

 

Once you save the check, you can now create the bill. Now, let’s pay the bill by applying the written check.

 

Here’s how:

  1. Go to Vendors
  2. Choose Pay Bills.
  3. Select the bill you want the payments to be applied to.
  4. Click Set Credits.
  5. Go to Credits tab.
  6. Put a check mark on the check.
  7. Hit Done.
  8. Click on Pay Selected Bills.

That should do it! This will allow you to enter and pay your bill using the check created in QuickBooks.

 

For additional insights, you may check out this article: Bill shows as unpaid after writing a check.

 

Feel free to visit us here in the Community if you have other questions about entering and paying bills. I’m always here to help.

View solution in original post

csoffice
Level 3

How do I enter an invoice after it has already been paid?

Hello,

 

Thank you for your response.

 

I followed the directions you gave (changed the expense account to Accounts Payable and entered the County Treasurer as the Customer, saved and closed) but it did not create a bill.

 

What did I do wrong?

 

 

Alessandra_B
QuickBooks Team

How do I enter an invoice after it has already been paid?

Thank you for getting back to us, @csoffice.

 

Allow me to chime in and add some details about paying your bills to help you further.

 

You need to enter your County Treasurer as a vendor since you're paying them for the Property Tax.

 

Also, after editing the check, you can now create the bill for your tax. Let me show you how:

  1. Click on Vendor from the menu tab.
  2. Select Enter Bills.
  3. Enter the vendor name.
  4. Under the Expenses tab, select the Property Tax.
  5. Click on Save & Close.

 

Once done, you can now pay the bill using the Pay Bills feature and following the steps provided by my colleague above.

 

I've provided some screenshots to better help you in paying the bill.

 

 

 

That's it! Please let me know if you have any other questions about paying your bills. I'll be here to provide you further assistance.

csoffice
Level 3

How do I enter an invoice after it has already been paid?

Thank you Alessandra.

 

Just to be clear, I need to enter the tax bill as usual, then use Pay Bills and apply the credits which were created when I changed the check?

 

The way I understood the first response was that the bill would be automatically created once I changed the check. Your post makes more sense. I will try this tomorrow when I'm back in the office.

MaryGraceS
Moderator

How do I enter an invoice after it has already been paid?

Hello there, @csoffice.

 

Thank you for getting back to us here in the Community and verifying the steps about linking the check to the bill in QuickBooks Desktop.

 

Yes, you're correct. You need to create a bill first to record the payment. After that, you can follow the steps provided by my colleague, Alessandra_B to record the payment linking the check you've modified to close the bill. 

 

Please stay in touch once you've tried the steps above. I'll be happy to help you further. Have a great week ahead. 

 

csoffice
Level 3

How do I enter an invoice after it has already been paid?

Great - this is really helpful!

 

I have one more question.  I created a bill and see the credits in the Pay Bill section.

Do I click on "To Be Printed" and not actually print a check? 

Or "Assign Check Number" and fill in the check number on the original check that was written?

GarlynGay
Moderator

How do I enter an invoice after it has already been paid?

Hello csoffice,

 

Jumping in to this to answer your follow-up question. 

 

When you click on "To Be Printed," it'll go straight to the print checks queue. If you're not printing the bill payment check, it's okay not to check it. You may put some notes or check number about this for a reference. This way, it'll be easy for you to reconcile this transaction.

 

If you have any questions, please let us know. Thanks! 

csoffice
Level 3

How do I enter an invoice after it has already been paid?

This worked perfectly!

 

Thanks to everyone for the help!

ananz0012
Level 1

How do I enter an invoice after it has already been paid?

I had the same problem. Why do I now have the original payment plus a zero amount payment in my bank ledger. Thanks!

Sanya Agrwal
Level 2

How do I enter an invoice after it has already been paid?

I followed the steps and it is working, thank you for posting this.

 

 

 

Quickbooks Hosting

sk33
Level 1

How do I enter an invoice after it has already been paid?

Hi. It seems that I have very similar situation.

I wrote a check but I did not apply this check to A/P at first. I linked the check with an invoice but I did not set the credit and I got an additional check written by QB for 0.00.

Memo: QB generated zero amount for this transation bill payment. 

 

How do I fix this situation ?

Thanks. 

Catherine_B
QuickBooks Team

How do I enter an invoice after it has already been paid?

Hello there, sk33.

 

When you write Checks to pay for existing bills, the two transactions won't be linked. The bill remains in an unpaid status. You can either delete the check or delete the bill. If you want to keep the bill you'll want to use the Pay Bills option to pay it. If you wish to retain the Check, you may not need to create a bill and directly post it to the bank instead of the Accounts Payable account. 

 

Here's how to pay a bill:

 

  1. Go to the Vendors menu and select Pay Bills
  2. Look and select the bill to pay. 
  3. Select the bill payment details and click Pay Select Bills

To know more on how to handle vendor transactions, you can use these links:

 

Let me know if there's anything else. Take care and have a great day!

Seichter
Level 2

How do I enter an invoice after it has already been paid?

Thank you! It worked.

Gigih
Level 1

How do I enter an invoice after it has already been paid?

My situation was to find a way to add an old Bill that was already paid far in the past (by direct debit), to a current Project in QB in order to see the project costs. I merely wanted to mark the Bill as paid, without affecting our bank account.

We could not link the Online banking payment to the Bill because those bank transactions were older than 90 days and could not be linked to QB (we recently started using QB). I tried everything, but no check or credit note payment method would prevent the Cash and Cash Equivalents Account from decreasing, however I needed the Project Expense Account to increase in order to show that those Materials-Cost of Sales were part of the Project expenditure. So finally, this is what I discovered that works:

 

QB online:

Click New

Click Bill

In Category details enter a one-liner with the Description as the Supplier Bill Number. Then enter the total bill amount as a negative amount.

Now, in Item details, enter all the products/services for the invoice as the actual amounts.

Make the products in item details Billable, so that the Project can see those expenditures and they can be taken into account when billing the Customer for the Project.

Save and Close, and, voila! Balance is 0 and status is Paid, and you have a record of the billable items, and a record of the Bill.

Hoooray!

Gigih
Level 1

How do I enter an invoice after it has already been paid?

Just to add:

Inside the Bill in Item Details the Account for my Products (which I selected when creating my Products) is the same as the Account I select in Category Details. If these differ, you will have to add the products in Category Detail line for line, not just a single one-liner with the Total Bill amount.

Also:

I add a note in Memo to give the past Date that payment of the Bill actually went off the bank account. Plus I leave a message to the Accountant in Memo giving the VAT amount to take into consideration for the VAT output recon. 

 

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