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AEIILLC
Level 2

QuickBooks Desktop: Orphan Bill Payment

First, I am a very versed QuickBooks Consultant and Trainer, but I have ran across an issue that has me stumped ...

I often do Company File Divides for Clients when their Names Limit has been reached or their db size has gotten too large ... I have done this for several years ... no issues ...

I just completed one and as usual I had to do opening entries for the later file as always ...
- I entered the Bill in this case at 12/31/2017 for 87.17 (And added about 6 other Vendor opening amounts for 2018). Everything balances to the Balance Sheet and trial balance Sheet fine ...

I then as usual run the Vendor Unpaid Bill Detail Report to find any "Orphaned" Bill Payments.
- In this case there was one for $30.55 on 1/25/2018 ... still very normal

Open the Bill Payment check and there is one Bill Listed ... the one I entered for the Opening Balance ...
- So there must be a Credit that was taken to reduce the A/P from 87.17 to 30.55 ...
- It should have been there since I did not delete any transactions in 2018, but it wasn't ?

So I normally just add the Credit (56.62) and then the Bill Payment will be corrected and the UnPaid Bills detail report will no longer show the orphaned Bill Payment ...

However in this case now the Current 3/31/2020 Vendor Summary Report now shows a -56.62 now ?
- If I delete the credit the Summary now reflects the correct zero balance on 3/31/2020, the Vendor Unpaid Bill Detail report again shows the orphaned Bill Payment ?

I have tried using Discount instead of adding a Credit and it is just the same issue ...
I have added the credit on 12/31/2017 instead of 1/1/2018 and it is the same as well as the A/P is now off for 12/31/2017 ...

I have deleted the Bill Payment and started over adding the opening balance and credit and recreated the Bill Payment ... same issue ...

I first don't see how the Vendor UnPaid Detail Report be zero when the A/P Summary Repor

4 Comments
CharleneMae_F
QuickBooks Team

QuickBooks Desktop: Orphan Bill Payment

Hello there, @AEIILLC.

 

I appreciate doing the steps to resolve this issue. Since it persists, I recommend reaching out to our Customer Care Team. They have tools to further investigate this.

 

Here’s how to reach them:

 

  1. Go to the Help menu.
  2. Select the QuickBooks Desktop Help tab.
  3. Click Contact Us.
  4. Type in your concern, then tap the Let’s talk button.
  5.  Select either Get a callback or Start messaging.
  6. Provide the needed information and click Confirm my call or Send message.

 

You can check this link to know their availability: Support hours and types.

 

Drop a comment below if you have additional questions. The Community team always got your back.

AEIILLC
Level 2

QuickBooks Desktop: Orphan Bill Payment

I cringe when I am forced to call Intuit Support ...

 

Not saying that I have not found helpful support personnel, but it is very rare ...

 

Most you can't understand what they are saying, and they often just follow a script that I call the Blue Shirt Script ...

This is where they have you standing on one foot, with the left eye closed, and your Right arm behind your back, and they ask if you are wearing a blue shirt ...
Before I ever call, I have exhausted every possible thread that can be found on the internet and my experience troubleshooting and working with QuickBooks since the DOS days ...

So I will call them today, and most likely go through hell, and I will post tomorrow what has been found after I recover.

RaymondJayO
Moderator

QuickBooks Desktop: Orphan Bill Payment

I can see the importance of fixing the difference between the two reports, @AEIILLC. Rest assured that I've got the steps you can perform to resolve this issue. 

 

The company file may have data damage. That's why the Vendor Unpaid Bills Detail and A/P Aging Summary reports don't match. 

 

First, let's open a sample company file to see if the issue is program-related or not. Just click the Open a sample file in the No Company Open window. From there, create transactions and run the two reports.

 

If the sample file works, I'd suggest running the Verify and Rebuild Data utilities on your main company file. The first tool self-identifies the most common data issues within a company file while the second one fixes them.

 

To run the first tool:

  1. Go to File from the top menu. 
  2. Select Utilities
  3. Choose Verify Data

 

Here are the steps for the second utility: 

  1. Go to File from the top menu. 
  2. Select Utilities
  3. Choose Rebuild Data
  4. Press OK if you receive a warning message to back up your company file. 
  5. The Rebuild Data utility starts after the backup is finished.
  6. When you get the message "Rebuild has completed", click OK.

 

For detailed instructions, check out this article: Verify and Rebuild Data in QBDT

 

However, if the issue persists, I recommend performing the first to fourth solutions through this article: Fix Data Damage On Your QuickBooks Desktop Company File

 

Furthermore, you can always run and customize any vendor reports in the software. This way, you can efficiently manage your expenses and accounts payable. These help you get the specific information you need for your business. To learn more about this process, visit this article: Customizing Vendor Reports

 

You can count me in if there's anything else you need. Take care always, @AEIILLC.

AEIILLC
Level 2

QuickBooks Desktop: Orphan Bill Payment

As I said ... Blue Shirt !

Everything you stated is just basic script based support ....

You don;t think I have not already done all this ???

 

It is not a program issue and I don't need to create a new company because this issue is recreated on two of my workstations and the clients ... all different installs and license numbers.

It is the Company File and I have done at least 4 rebuilds, and verified the file ... no errors. I have even created a Portable File and Restored ... since originally the db fragments were high ...

I have also used File Doctor to see if it found anything wrong with the file ... nothing ...

I have however solved this issue ....

I have unchecked the Bills being paid for the Bill Payments (for the month following the dividing date)for each of the 5 vendors that have this issue. I then went back in date order and rechecked the appropriate  Bills to apply to the Bill Payments ... This fixes it ...

It appears to have not been the Bill Payment that was orphaned that causes the issue, but one of the next two Bill Payments which appeared to be fine, and I never touched after the divide ...

Somehow this caused a glitch in the A/P even though it appears in the Unpaid Bills Detail to be no issues ...

BTW: I also do know how to create A/P reports.

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