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bcrj
Level 1

Pay Bills - Sort by Discount Date

We just converted to QuickBooks desktop recently, and we would like to view which vendor bills which have an available discount if paid by a specific date.  Using the Vendors -> Pay Bill method, I specify to "Show all bills" and then attempt to "Sort By Discount Date", but the bills do not re-sort.  In order to find the bills with available discounts, I have to scroll down the list of bills until I see a bill with the "Disc Date" column filled in.  Since we have hundreds of open vendor bills at any given time, scrolling thru all bills is time consuming.

 

Is there any other way to find open vendor bills with available discounts?

 

 

 

8 Comments 8
Anonymous
Not applicable

Pay Bills - Sort by Discount Date

Hi, @bcrj.

 

Thanks for posting here in the Community and for providing the steps you did to show all bills with discounts. Let me help you further in sorting this by discount date.

 

You're on the right track in sorting all your bills with discounts. I've tried doing the same and I got this result below.

 

 

 

We can run a data checkup to check if this is a data issue within your company file. If we detect problems within your data, you'll need to run the Rebuild tool to resolve the issue. Please check this article for the detailed steps: Verify and Rebuild Data in QuickBooks Desktop.

 

Once done, let's try sorting your bills again by discount date. However, if the issue persist, please let me know so I can provide other troubleshooting steps in isolating this issue. You may also contact our Desktop Care support if you need further assistance in going through the steps.

 

Here's how you can reach them:

 

  1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
  2. Choose your QuickBooks Product.
  3. Select your QuickBooks Version.
  4. On the Contact Us page, click a topic.
  5. Click on the Get Phone Number button to see the support number.

Keep me posted with the results. I'll be here to help if you have additional questions about sorting your bills with discounts.

 

 

bcrj
Level 1

Pay Bills - Sort by Discount Date

Hi @Anonymous ,

 

Thanks for your detailed response.  I performed a "Verify Data" on our database as suggested and I received the message, "QuickBooks detected no problems with your data", so no further action is required (i.e., rebuilding data).

 

Again I tried the Sort by Discount Date while in the Pay Bills dialog, and the records will not sort.  Using the Sort By with Due Date, Vendor, Amount Due, etc. all seem to work fine, just not Discount Date.

 

Do you think the next step is to contact Desktop Care support?

 

 

Catherine_B
QuickBooks Team

Pay Bills - Sort by Discount Date

Let's try other troubleshooting steps to fix this, bcrj.

 

Please follow these steps that will guide you on how to repair the QuickBooks program.

 

After, sort the discount date again. If it still didn't work, it's time contact our phone support team. You can follow the steps given by by colleague above. 

 

The Community is always around to help you if you have other concerns. 

qbteachmt
Level 15

Pay Bills - Sort by Discount Date

@Catherine_B 

@Anonymous 

 

Please Learn from this input.

 

@bcrj 

 

Open one of the bills from this listing: "In order to find the bills with available discounts, I have to scroll down the list of bills until I see a bill with the "Disc Date" column filled in"

 

To see what you set for Terms. If that is Not a Terms defined providing for Discount, then notice the Discount Date is not filled in. There is no possibility of the program reporting to you something it is not provided. Here is what I teach: You cannot Report what you did not track.

 

A Vendor can be assigned Default Terms; or, in the Preferences, you set that you want a Standard Default Terms, such as "Due in 10 days, unless there is a Specified Default in Edit Vendor name."

 

And the Terms must be define not as Net 30, but, for instance, "2% 10 Net 30."

 

That means you should also Review your Terms List, and Edit Each, to see if it got Defined the same as it got Named. Name doesn't control how it functions. Definition settings control  how it functions.

bcrj
Level 1

Pay Bills - Sort by Discount Date

Thanks @qbteachmt and @Catherine_B for responding.  

 

I've checked our vendor bills and the Terms and Discount Date are correctly entered.  I then checked and verified that the Term is defined correctly by setting the "Net Due In XX days", "Discount percentage is X.X%", and "Discount if paid within XX days" (e.g., 2% 10 Net 30).

 

The problem does not appear to be related to either a database issue or from incorrectly setup terms.  

 

I am opening a case with desktop support.

 

Thanks for everyone's help.

 

 

TStephens_OGII
Level 1

Pay Bills - Sort by Discount Date

I have the same exact problem.  Cannot sort Pay Bills by Discount Date.  I'm on QB Desktop Premier Manufacturing and Wholesale Edition 2019.

Jovychris_A
QuickBooks Team

Pay Bills - Sort by Discount Date

Thanks for joining the thread and bringing this to our attention, @TStephens_OGII.

 

Since you encounter the same issue with the main poster, you can follow the steps suggested by @Anonymous to verify and rebuild data in QuickBooks Desktop.

 

Also, you can test this in a sample file to see if you get the same results. This will let us identify if there is an underlying issue with the data itself.

 

If it persists, I suggest repairing the QuickBooks application and retry to sort the pay bills to the due date.

 

  1. Back up your company file, and restart the computer.
  2. Open the Windows Start menu, then click the Control Panel.
  3. Click Programs and Features, then Uninstall a Program.
  4. Locate QuickBooks from the list of Programs, then Uninstall.
  5. Click Continue or Next.
  6. Select Repair, then Next.
  7. Once it's completed, hit Finish.
  8. The next step is to Update your QuickBooks to the latest release.

 

In case you get an error during the repair, you can reference this article for the detailed steps: Repair your QuickBooks Desktop for Windows.

 

You can update me anytime here and if you have other concerns, please comment below. I'll keep my notifications open to help you out. Take care.

PCIAP
Level 1

Pay Bills - Sort by Discount Date

Hi bcrj,

 

I've been looking into how to identify quick-pay discounts easily for my role too. Here are a couple things I've found:

 

1. The "Pay Bill" window, when sorted by "Discount Date", seems to consider a "Net Due" date as the discount date when no discount date is defined by the terms of a bill. Thus, I'm seeing bills sorted by due date, with bills that have available discounts grouped with bills due on that same date. It looks like the idea is that you'd simply start at the top and work your way down the list, paying oldest first but paying bills with an available discount on that date. I'll attach a screenshot so you can see it visually. The first response on this thread showing all the discount date transactions sorted to the top did not have their due dates / discount dates interspersed with other transactions so provided a misleading representation of how the data is sorted. I, too, thought it would sort akin to a spreadsheet, exclusively with respect to the "sort" column in question.

 

2. Using a report to view and project this information. This method is made unnecessarily difficult because of QuickBooks' inability to include the "discount date" field in any of the reports I can find available. Depending on your needs, you can modify reports in QB to only display invoices with discounts available, or you can use a companion spreadsheet to do fancy math for you. Here are some options:

 

Generate either one of these detail report on open bills:

 

A/P Aging Detail - groups by customizable intervals for past due length. For the least amount of grouping, change the "Through (days past due)" to 0. In order to work with this regarding discounts, customize and include the Terms field.

 

Unpaid Bills Detail - groups by vendor. In order to work with this regarding discounts, customize and include the Terms field. I like to include Name field as well.

 

(A) If you simply want to see the open bills that have a discount available:

  1. Customize Report > Filter > Terms 
  2. Select "Multiple Terms..."
  3. Use arrow keys and spacebar to quickly add a check mark to all the terms with discounts available. 
  4. Press OK.

The report will now display all open invoices with terms that allow for a quick-pay discount.

 

(B) If you want to forecast how much you'll need to pay to collect discounts, and when, you'll have to use a companion spreadsheet. The basic anatomy:

  • A memorized report that includes the Terms field, for easy recall and consistent column order
  • A column-consistent area in the spreadsheet to place that report every time you refresh it / re-export it
  • A tab with reference information for your spreadsheet, matching Terms with relative discount date (10 days, 30 days, etc.) and % amount
  • Helper columns next to your exported report that match the Terms field with the relative discount date and the % discount. I like XLOOKUP in Excel, but VLOOKUP or INDEX / MATCH can work too.
  • A third helper column that calculates the amount due when discount is applied (multiply discount amount by the total due, subtract that from the total due)
  • A table that calculates the amount to be paid within date intervals. I have a "this week Monday" date, with 5 weeks into the future auto-calculating. Then it's just SUMIFS formulas with date restrictions, adding up the proper columns from your exported data and helper columns.

Note that you can do this sort of companion spreadsheet with all your open invoices, not just those with discounts. It'll get a little more complicated to have both those data types in the same area, but it's doable.

 

I'd be happy to provide an example spreadsheet, although I know this thread is over 2 years old. This particular area has been a frustrating one for me, so I'm eager to help any others with the same sore spot.

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