Voided checks with bill.com

Hi, @Jen_D

Thank you for the reply. So, to be clear, this issue of changing the original journal entry for a bill is an issue with bill.com? Would you happen to know if there is a way to prevent this from occurring, other than a manual JE?

Hi there, @jack78.

I appreciate you for getting back to us here in the Community. Allow me to chime in for a moment and provide some information about the issue concerning the journal entry.

To answer your question, yes, auto-voided checks for payments not cashed within 90 days are related to Bill.com. Any changes to the information like transactions being zeroed out will also sync the data into our product.

Since the way checks are handled depends on Bill.com, it would be best to reach out to them again. One of them will be able to provide some advice about how to prevent the issue other than a manual JE.

To contact their customer support, you can visit this link: https://www.bill.com/contact-us/.

For additional reference, I've attached a link you can use to learn more about entering a journal entry in QuickBooks: Create a journal entry in QuickBooks Online.

Drop me a reply if I can help you with anything else concerning QuickBooks. Hoping you have a good one.

Hi @AlcaeusF, thanks for the reply.

I just reached out to them again and like you mentioned, it seems to be on their end. Fixing this does require manual JEs but they said that if the payment is voided in QBO first (ie a reversal JE on the void date), then bill.com will be able to recognize this. This is apparently part of their product and unfortunately cannot be changed, but at least this should clear things up if there is an audit.

I have the same issue and have spent way to much time dealing with it as it puts out my bank reconciliation.  I am not sure why it needs to change the opening balance instead.  Would inuit not have more pull talking to bill.com then us.  

We also have this issue, and not just one.  We have 2 vendors who should have received a total of 14 online billpay checks in a 2week period.  None of those checks were received or cashed. Who knows what that problem could have been!  Now we have 14 different checks from a prior period (90 days ago) that were auto-voided by Bill.com.  That action DOES void the bills in QB also.  So now my bank recs from the last 3 months are all incorrect, with the beginning balance of the most recent reconciliation showing these 14 checks as the problem. 

So

1. the bills are now correctly in a payable status again, but

2. QB cash balances/bank recs for the original month plus 2 more months are incorrect

3. We also have the money coming back from the void to our bank account/QB bank feed in the current month that need some sort of entry/transaction to match to.

I am not concerned with re-paying the vendor, that is the easy part.  Do we fix #2 and #3 by journal entries??

Thanks.

Thank you for the information you've shared, Jetta2horse. 

To clarify things, yes as mention above Bill.com, will automatically void the 90days check that is uncashed in their system. Though, to fix the balances, you can create a Journal Entry. I also advise consulting your accountant first before doing this process to prevent any discrepancy in your book. 

I also recommend reaching out to Bill.com. This way, they will be able to double-check this issue by pulling up your account and advising the best way, on how to record it to prevent any error in handling the transactions. 

To reach out their customer support, you can visit this link: https://www.bill.com/contact-us/. 

You can refer to this article on how to handle a Journal Entry: Create a journal entry in QuickBooks Online. 

Let me know if you need further assistance about this process. I'll be here to help. Take care.

So this is kind of ridiculous.  I AM THE Accountant!  I asked if journal entries are the way to solve this problem, and you're giving me a link on how to create a journal entry.  That's pretty lame.  Contacting Bill.com is not a helpful suggestion either. They void the check - end of their story.  There's nothing wrong with my "account" with them, and you have to understand enough of the process/interface to know that.  They couldn't care less about my client's bank recs, and they shouldn't.  That is strictly QB territory.  If QB had a little more interest in really solving this problem, you need to think off the script a little.  This has to be a relatively common problem when the USPS doesn't deliver.

1. Intuit is letting Bill.com effect prior periods.  If Intuit really owns the QB data and wants to solve this problem, they wouldn't allow Bill.com to touch those prior periods.  It's not proper accounting.  Use your partner to come up with a real solution.   

2. This issue is similar to the process when a user gets a NSF notice from QuickBooks Payments that either their customer's funds are insufficient or their account couldn't be found.  There is a QB endorsed process that solves this problem by creating essentially a dummy invoice with a different product code to allow the original NSF payment to be linked to the dummy invoice.  This frees up the original invoice for new payment method, and makes sure revenue/expenses are correctly stated and in the proper periods.  This is where QB needs to concentrate their brain power - I couldn't get the last steps of matching the return of the funds back to the bank account with anything, so I missed something.  But it could work and if you could work out that process you could be a hero! 

Sorry to shoot the messenger, but your message was very feeble!  

I can't think of any reasonable justification for voiding a reconciled item.  It's a hack, a kluge on the part of bill.com.   Given that QB is essentially packaging bill.com in their interface QB does have some ownership.  This is bonkers.  Every month I have to unvoid voids and create JEs. 

The proper work flow for a void is for bill.com to post (using the API) a JE or other instrument that debits checking and credits the A/P. END OF STORY.

TERRIBLE!

@Jetta2horse  I couldn't agree more.  I AM the accountant!  This process has taken me hours and it should be very easy.  For my particular client, we are not using the full blown bill.com, but the bill.com within QBO (paybillsonline).  One check was never received by a vendor, so we voided it in bill.com and repaid.  One vendor didn't receive it and we let it automatically void after 90 days..  We've gotten our money back - no problem - but it's a nightmare to try to figure out how to clear this.  Why is there not step by step instructions to fix this?  Journal entries should be a last resort! SOOOO frustrating.  Makes me want to get rid of paying bills online through QBO/bill.com.

Out of curiosity - how do these questions get marked as solved?  does the person asking the question make this determination or does QBO?  Because this question shows that's it's solved, but it certainly isn't.  Just wondering.

Hello there, @Mophetmom.

As my colleague said, on Bill.com, check payments that are not cashed within 20 days will auto-void. Any changes to the information like transactions being zeroed out will also sync the data into our product.

Since the checks are handled depends on Bill.com, it would be best to reach out to them. One of them will be able to provide some advice about how to prevent the issue other than a manual journal entry.

You can use this link to reach out to them: https://www.bill.com/contact-us/.

For additional reference, I've attached a link you can use to learn more about entering a journal entry in QuickBooks: Create a journal entry in QuickBooks Online.

You can drop a comment below if you have other questions. I'm here to help.

Ok, I'm adding my 2 infuriated cents here as well.  I've been a CPA for more than 30yrs and worked in multi-billion dollar companies.  So having CS responding with canned responses like "here's how to create a journal entry" or "contact your accountant" is pathetic.  I've been trying all kinds of workarounds.   The void should be a NEW transaction that re-instates the payable but doesn't change the original payment transaction (and therefore doesn't retroactively change my books/bank recs from 3 months ago, or the prior tax year!!!).  Then I should be able to match up the refunded payment with the new transaction created by the Void.  Not complex.  I've used dozens of accounting software packages, and they all would show a Payment as one transaction, and a Void as another, so you preserve the history of what actually happened WHEN it happened.  Accounting Software 101. 

While Bill.com might void the payment itself (totally fine), the issue is with how QBO is recognizing that void in their own software.  Passing the buck to Bill.com is B.S.  Insane.  ESPECIALLY since they market the "QBO Online Bill Pay" as a QBO feature.

leeseinmt - Thank you!  This is beyond frustrating and I am over the condescending (here's a link to learn how to make journal entries) and incorrect answers (if a check isn't cashed within 20 days, it's automatically voided.)  Hello?  It's 90 days.  I'm so hoping that was just a typo. 

Anyway - I appreciate knowing someone else feels my pain!  LOL

Cheers to you. 

I have to agree with this.  I have spent hours on trying to make sure the journal entries reflect correctly.  voids should be a separate transaction.  It is beyond frustrating.!!!!!!!

And I now have the same problem.  Did everyone fix this with journal entries?

Hello, evamath.

I'd like to direct you to the right support for your concern. 

Creating journal entries should be the last resort. I recommend reaching out to bill.com to get some advice on how to handle this situation.

Here's a link where you can get their contact information: Contact Us.

Please feel free to comment here again if there's anything else you need. We're always around to help. Keep safe!

Hi. I'm having the same issue did you ever get a process how to fix your books? I need some help! Thanks!

Theresa

Intuit is completely non responsive.  Inutit won't own this. Bill.com doesn't understand accounting apparently.  I stopped using bill.com for this reason and am back to printing checks.

@jgenshlea Try Melio Payments, but NOT the version that QBO tries to sell you on from within QBO.  Go directly to their website - it's a more robust version than you get if you try to connect from within QBO.  And free if you pay vendors using your checking acct.  I've gotten pretty good support from them when needed too.  If you do need to void a payment, it can be a little hokey (you have to send them a bunch of info in the chat, then it takes a day or two), but at least they don't mess with my books.

Im reading this thread in 2023, having the same issue and really hoping for clear instructions. You suggest contacting Bill.com support, but Bill.com suggests contacting QB for support!?!?! Their first suggestion was to “do what we normally do when a check is voided”, but we would never void a check that cleared the bank or after reconciliation. It looks as though there was a partial fix made so the void no longer automatically syncs to QB. But, it’s still not clear as to what steps we need to take when a payment check is voided on Bill.com, Bill.com refunded the amount to our bank account. It appears we need to reprocess the payment through BDC to get a new check sent out to the vendor. But BDC can’t tell us how this will impact QB or what steps to take. What do I do with the refund BDC deposited into our bank account? What happens when I reprocess the payment in BDC? I’m worried this bill will show up twice, and be paid twice in QB. Does anyone here know what to do? 

Thank you for posting here in the Community, @MicahAG.

I'd love to help you with your concern, but can you please provide more information about your concern? Any additional information would help us provide the best resolution to your issue.

The Community forum is always open to help you again if you have other concerns with QuickBooks. Have a good one.

I'm trying to be respectful, but I'm not sure how they could be much more clear.  This issue has caused me some sleepless nights.  In the past, I have had to contact bill.com and tell them to void the bill and check on THEIR side only and do nothing on the QBO side.  You should be able to then do a deposit in the current month to clear it out and send over a new bill to bill.com.  It is an utter fail on both sides to allow bill.com to void a check in a prior period.  Hope this helps a bit.  Best of luck.