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We had a vendor where we owed them $18,000 worth of invoices that we did not pay. We received a letter from the collections agency and we settled with the collections lawyer for $12,000K instead of $18,000.
Thanks in advance for the help.
Hello, Accountant312,
I'll lay down the details below to help you handle the settlement payment and the bills in QuickBooks.
Since you processed the settlement amount directly to the collections agency, you'll want to create a vendor profile for them. Go to the Vendors page, then click the New vendor button.
To handle the open bill and the settlement payment, you'll want to process it through a clearing account. Then, create journal entries to move the $18,000 balance to the collections agency's profile.
To create a clearing account:
Moving the balances:
Next, you'll want to close out the original vendor's bill. To do this, open it then click Mark as paid. Next, check the bill and the journal entry you created.
The next step is to add the clearing account's balance directly to the collection agency's profile:
Before we close out the balances (which indicates the payment to the collections agency), you'll want to create a vendor credit for the $6,000 deduction:
To close out the bill and the open vendor credit, simply click the + New icon then select Pay bills. Add the collection agency's profile under Vendor, then check the open balance (it should show as a journal entry).
QuickBooks will automatically calculate the payment and the open credits. Click Save and close after reviewing the transaction.
This process will affect your books, so I would suggest reaching out to a ProAdvisor to guide you and ensure your account balances are correct.
When you have the online bank transaction downloaded, simply match it to the bill payment made with the collections agency.
If you need help managing your bank records, you can check this article: Categorize and match online bank transactions in QuickBooks Online.
I'm always ready to assist! Let me know the details below if you have more questions. I'll help you overcome any obstacles in QuickBooks.
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