Pay Bills Question Desktop

Hi there, MI2001.

Welcome to the QuickBooks Community. I'll be providing details on how the vendor's payment works in QuickBooks Desktop. Then, ensure you can manage your bill or remove it in the Pay Bills center by following the steps below.

When you need to void the check payment due to some reason, consider that there are instances that will change in detail. With this, voiding changes the amount of the transaction to zero but keeps a record of the transaction in QuickBooks. Then, it also causes the bill(s) paid to return to unpaid status and that's the reason why the bill is now in the pay bills again. 

On the other hand, yes, you have the option to void the bill to get it gone from the Pay Bills page. However, I recommend changing the method in the said section to credit card so that the bill is completely marked as paid. This way, you can keep track of all vendor entries and keep your data up to date.

Here's how:

1. Open the Pay Bills page.
2. Choose the specific bill by putting a checkmark in the box.
3. Go to the Method drop-down arrow that is located at the bottom of the page.
4. Choose Credit Card.
5. Click the Pay Selected Bills button. Then, Done.

Once done, the bill will be totally removed from the Pay Bills center. 

Lastly, you may refer to this article to view details on how to pay your bills online or use Melio from within the QBDT: Pay bills online from QuickBooks Desktop.

Feel free to leave a comment if you have other concerns with recording vendor transactions. I'm always here to add further information, MI2001. Have a nice day.

Thank you so much ChristineAnn! Now i have one follow up question- I also have another one sitting in the pay bills, where again I voided the bill payment so it in pay bills. This one we just are not paying bc the vendor ended up receiving the initial check (that I never voided -thankfully) so I voided the bill payment of the second one I was going to pay. In this case would I void the bill to remove it? 

Hello again, @MI2001.

QuickBooks Desktop has different ways of managing your business transactions. Let me share some information and help you record them in the program. 

The manner of entering your expenses depends on the method used when processing the payments. If this is an on-the-spot payment and you release a check to pay it, then you can enter it by using the Check feature. In this case, you have to keep the check and delete or void the bill.

Here's how:

1. Go to the Vendors menu and then Vendors Center.
2. Choose your vendor's name and locate the bill from the list of transactions.
3. Right-click on it and choose View transaction.
4. Click the Delete drop-down and select: 
   • Delete: Removes the transaction entirely
   • Void: Keeps a record of it and changes the amount to zero
     

Otherwise, if you received a bill and made the payment at a later time, you'll have to enter a bill and record the payment towards it. Since you already have created a check, don't worry. You have the option to link it to the bill. This way, it hits the Accounts Payable account.

1. Open the check you created. Change the expense account to Accounts Payable.
   
2. From the Customer: Job dropdown, choose the vendor name. If you don't enter a name, QuickBooks will ask you to choose a vendor for the Accounts Payable line item.
3. Select Save & Close.

Then pay the bill:

1. Go to the Vendors menu, then select Pay Bills.
2. Select the bill connected to the check.
3. Select Set Credits, then go to the Credits tab.
4. Put a check on the credit. Change the amount as needed.
5. Select Done. Then select Pay Selected Bills.

Another option is to remove the check and pay the bill. Refer to this article and follow Step 3: Bill Shows as Unpaid After Writing a Check.

Please keep me posted if these steps resolve your issue or if you need further assistance managing your expenses. I want to make sure everything is taken care of. Enjoy your day!

Thank you! And in the event a bill is entered twice and I need to remove one from the pay bills which scenario is best to do?