QB Desktop multiple A/P accounts

Mary-Kay · ‎July 23, 2021

I have 2 A/P accounts in QB Desktop. I posted two invoices to one A/P account that required multiple payments each. After I made the first payment on each I realized the invoices were in the wrong A/P account. I went into the invoice and changed the A/P account to the correct account. Now the original payment on those invoices do not relieve the A/P on those invoices. I opened the checks in my register and there is nothin in the "bills paid in this transaction". Is there a way to apply those checks to relieve the invoices in the correct A/P account? My A/P total balance is correct but when I go to the bill payment screen it looks like the bills have not been paid. I do not know where the other half of the entry went when I switched the A/P account?!

JessT · ‎July 23, 2021

Hi Mary-Kay,

Thanks for finding ways to link your transactions before posting here. Let me share information about this scenario.

Once a bill-payment check is unlinked from the bill, you're unable to re-apply it as anymore. You can void the check to keep it in your records or delete it and then pay the bill again. This step will fix your records.

On the other hand, if you'd like to see references for QuickBooks, simply press F1 and search for the topics you like.

I'm just right here if you require further assistance. Take care and have a great weekend!

Mary-Kay · ‎July 26, 2021

Hi JessT,

Thanks for the response. That makes sense. My only question would be voiding a check that is already reconciled. Won't that cause a problem with my bank reconciliation? Can you guide me on that?

Thanks!

Mary Kay

Rasa-LilaM · ‎July 26, 2021

Thanks for adding more details about your concern, Mary-Kay.

I’m here to guide you in the right direction on how to properly track the unlink check in QuickBooks.

Since the bill payment is already reconciled, I encourage consulting an accountant for further assistance. They can recommend how to handle the issue and make sure your books are still accurate.

If your account allows you to void the check, let me share the steps on how to accomplish this task.

Click the Vendors menu at the top to select the Vendor Center.
Choose the Transactions tab to view all entries.
From there, click Bill payments or Checks.
This will display all the bill payment checks.
Double click on the transaction you're working on to see more details.
On the Bill Payment page, press the Delete drop-down and choose Void.
Press Save & Close.
Click the Yes button in the Recording Transaction pop-up window.

Need help managing your vendors’ transactions? You can browse here to access our self-help articles. These resources contain topics about expenses, bills, bill payments, inventory, to name a few.

Feel free to leave a comment below if you have additional questions on how to track bill payments and checks. I’m more than happy to answer them for you. Wishing you and your business continued success.

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QB Desktop multiple A/P accounts