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Level 2

Recording a stop payment

I sent a payment to a vendor via online bill pay from my bank, but the vendor never received the check. I called the bank and stopped the payment. In quickbooks I voided the original check and recorded another check (again paid through my bank's online bill pay).


Today the original check was deposited back into my bank account. How should I record this deposit?

9 Comments 9
QuickBooks Team

Recording a stop payment

Hello there, @firechaser.


I'd like to offer my assistance and make sure you properly record your vendor payments.


Since you've called your bank to stop the payment and voided the original vendor payment check transactions, you're on the right track. You don't need to do anything on your end especially if the payment in the bank was not really process at all. The voided check amount will show as 0 in QuickBooks will be mark as cleared. 


However, as what you've mentioned the funds for the original check was deposited back into your account, it is possible that the first payment transaction was indeed processed. What you need to do is to recreate the check . Make sure to choose Account Payable instead of Expense (account use on the second check).


You will then see two negative transaction listed for the same vendor. You will also a negative balance for the said vendor when accessing the Open Balance report.


To zero out the balance, here's how to record the check from your bank:

  1. Click Banking.
  2. Choose Make Deposits.
  3. Select the specific Deposit To bank account where the funds were initially posted.
  4. Enter the name of the vendor in the Received From column.
  5. Choose Accounts Payable as the account affected.
  6. lick Save and Close123456789.jpg

That should do it! For additional insights, you may check out these articles:

If you need further assistance with the steps above, I'd recommend reaching out to our Customer Care Team. A specialist will be able to further help you via secured remote access session.


Here’s how you can reach them:

  1. Click this link
  2. Choose the QuickBooksProduct.
  3. Select your QuickBooks Desktop version.
  4. On the Contact Uspage, select a topic.
  5. Click on Get Phone Numberbutton to see the support number.

Feel free to click the Reply button if you have other questions about recording check transactions in QuickBooks Desktop. I'm here to help.

Level 2

Recording a stop payment

Thank you very much. I'm almost there I think.


I now have a check and a deposit in Quickbooks, for equal but opposite amounts. However, the bill still shows up on my Accounts Payable Aging Report, as if I haven't paid it. In the real world, I have paid this bill and and no longer owe the vendor any money. Can you help me zero this out?

Kristine Mae

Recording a stop payment

Let's get it zeroed out, Firechaser.


The amount in the A/P aging report is the deposit you've created. To zero it out, you can create a bill credit for the refunded amount, then link it to the deposit. 


First, let's create a bill credit. Here's how:

  1. Click Vendors, then choose Enter Bills.
  2. Click Credit
  3. Choose the vendor name.
  4. Choose the account you used on the original bill, then enter the amount.
  5. Click Save & Close.

Then, link the deposit to the credit. Here's how:

  1. Click Vendors, then click Pay Bills.
  2. Click the Filter By drop-down arrow, then choose the vendor.
  3. Choose the deposit, then click Set Credits
  4. Choose the credit, then click Done.
  5. Click Pay Selected Bills.

Once done, check the A/P aging report again, it will show zero amount. 


Please check the screenshots for your reference. 








We're just here if you need more help. Have a good one! 

Level 1

Recording a stop payment

I have the same issue as firechaser except I am on QBO Advanced.  Summary below:


  1. Received bill in January and entered
  2. Generated A Bill Pymt - Check for ACH i did at my bank in Jan
  3. Processed stop payment with my bank but they already took the money in Jan
  4. In Feb bank redeposited the funds into my account
  5. In Feb I entered a Deposit in QBO and entered account AP 
  6. In Feb I entered a Check for account AP
  7. I did not touch the original Bill Pay from Jan as it was reconciled because at that time, in Jan and early feb we thought it was processed properly and so we reconciled it to the bank in QBO
  8. Now I have a check, deposit sitting in Feb but they are not cleared and are showing as outstanding on the Vendor

Please help me as I think I am just one or two steps away from getting this right.

Kristine Mae

Recording a stop payment

I appreciate the detailed information, Aaronweiss66. I can think of one way to fix this.


We'll have to link the check and the deposit. It will zero out the vendor's balance. I'll guide you with the steps:

  1. Open the check.
  2. On the right pane, click Add under Add to Check.
  3. It'll be turned into a bill payment automatically. Enter the check amount in the Amount field, then click Save and close.







Once done, you can pull up a report like Transaction List by Vendor to view the transactions.




If you any questions arise, please feel free to leave a comment below. We're just around to help you.

Level 1

Recording a stop payment

I think that may have done it.  Thank you for the fast response!!

Level 1

Recording a stop payment

I have this exact situation, where our vendor did not receive  a check and I stopped the check, but have both a bank debit and credit to reconcile.  I re-created the payment with check as instructed, and created a deposit as instructed, and the vendor balance looks good.  Problem is that I cannot reconcille the bank statement because now that recreated check is showing in my reconciliation as an additional payment but it is obviously not in my checking bank statement.  How do I clear this reconciliation line?

Level 1

Recording a stop payment

I have this exact situation, where we stopped a vendor payment check that the bank had already processed, so we now have a credit and a debit on the bank statement that I need to reconcile.  I created the check and the deposit as suggested above and that all worked to clear the vendor balance.  However, there is now an extra payment showing up in qbo reconcilliation report that I cannot match to the bank statement.  How do I handle this?


Recording a stop payment

Hello, khorwath. I appreciate you for bringing up your concern about the extra payment shown on the reconciliation report.


I'm joining the thread to share additional details about this issue.


You'll want to verify if the extra payment is for the Bill. Once verified, you need to create the payment again to match your bank statement. 


Once everything is set, you can start reconciling the account to ensure they are accounted for properly.


Please reach back out to me here with any additional information on the issue so I can get you taken care of. Thanks for coming to the Community. 

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