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P
PMG Entertainment
January 29, 2021
Question

Incorrect Balance showing on Vendor Screen

  • January 29, 2021
  • 1 reply
  • 1 view

I set up a very simple company in QuickBooks 5 years ago.  I'm currently using the 2018 version.

Last week when I received a payment (of $250) for an outstanding invoice (of $250), instead of bringing the outstanding balance to $0, it shows on the main vendor screen a negative amount(-$250), and it is now doing this will all of the outstanding invoices I have!  I think it's some sort of bug in the system. 

There are several issues:

1. I did nothing differently in how I create the invoices or receive the payments

2. I double checked everything to make sure I recorded everything correctly

3. When I run the outstanding balance report for those vendors it shows a zero balance (which is correct)

4. I've updated the 2018 with any fixes that are available

 

Please help!

1 reply

MariaSoledadG
MariaSoledadGQuickBooks Team
QuickBooks Team
January 30, 2021

Let's get your balance to show up correctly on your customer screen, PMG Entertainment.

 

You can use the resort list tool in QuickBooks to fix any odd or unusual behavior in your transactions. To do this, you can follow the steps below:

  1. From the Edit menu, select Find.
  2. Select the Advanced tab.
  3. From the Filter list, select Name.
  4. Select the Name ▼ dropdown, then press Ctrl+L on your keyboard.
  5. Select the Include Inactive checkbox. If it's grayed out, there are no inactive names.
  6. Select the Name ▼ dropdown, then select Re-sort List.
  7. Select OK.
  8. Close and reopen your company file.

Please read this article for more information: Re-sort Lists in QuickBooks Desktop. If it doesn't fix the problem, you can also use the verify and rebuild tool to fix any data issues.

 

Once fixed, you might want to add and match transactions that you've already entered in QuickBooks.

 

Fill me in if you have questions about an invoice, We'll always be right here to help you anytime.

P
PMG EntertainmentAuthor
January 30, 2021

Vendor balance report

P
PMG EntertainmentAuthor
February 3, 2021

Thank you for getting back, @PMG Entertainment.

 

I can share with you some information about how QuickBooks Dekstop works with vendor balances.

 

The balances on the Vendors section and the Vendor Balance Summary must be the same. To get the correct comparison, make sure to select the correct dates on your report. The balances under the Vendor section are the current or up-to-date balances of your vendors.

 

I've added these screenshots for your visual references.

 

For additional resources when running and customizing reports in QuickBooks Desktop, I recommend checking out the topics from this link: Customize reports in QuickBooks Desktop.

 

Moreover, you can also open this article to learn more about the Accounts Payable workflows in QuickBooks Desktop.

 

Please let me know how else I can help you with your vendor balances. I'm always here to help. Have a good one!


That is not correct - everything I'm showing is the full data date range - I'm pulling ALL Transactions.

I KNOW WHAT I'M DOING - SOMETHING IS WRONG WITH THE PROGRAM!

 

See the attached screenshots for Paris Ray and Dan Hill.  

I know 100% what the balances actually are verses what the screen is showing.  

These issues started 2 weeks ago when I received in payments against their most recent invoices.

 

I have verified 5 times that my data entry is CORRECT - please stop giving me answers that are based upon me making a mistake or filtering incorrectly. 

 

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