Manage outstanding balances for suppliers in desktop

Thanks for checking in, @nboedeke. 

Before we begin, I wanted to ask a few questions to get more clarification on the concern. When you applied the payment, did you create a check, or did you pay the balance through the pay bills screen? Could you also provide more details on your process when receiving an invoice from a vendor?  

While I await your response, feel free to browse through the help article I've included below to adjust a vendor balance in QuickBooks Desktop. 

• Adjust the current balance for a vendor
• Bill shows as unpaid after writing a check in QuickBooks Desktop

I'll be sure to keep an eye out for your reply and look forward to chatting with you soon. Take care! 

Hi, Tori. This is an invoice that was entered in Dec 2020 for a new building that we just broke ground on, but it was the invoice for the engineers that did the planning and have been working with us throughout. We've been paying it down as the invoices come in, but the person that used to do that is no longer here and I took their place without any real experience in QB so this has been on-the-job training, basically.

We send a physical check to them but when I enter the invoice in desktop, it increases the open balance instead of decreasing it. That's the opposite of what needs to happen! EEP! If I go into the Pay Bills screen, instead, and click the amount that is still owed, it wants to pay the full amount instead of giving me an option to apply a payment to it in the amount of the invoice we received.

Thank you so much, @VaTT! That is exactly what needed to happen.

Glad I could help!  Furthermore, you can go back and delete any bills that were erroneously entered and then apply the check(s) that were printed to the outstanding invoice from 2020 using the "Set Credits" button when you select the bill to pay.

Thank you for the additional information! I appreciate you!

Hi again, VaTT.

I appreciate you sharing your knowledge about QuickBooks. This will definitely help other users as well in the future. Please keep on posting here in the Community.

Keep safe and have a great rest of the day.