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Level 2

Removing old paid bills from Unpaid bills

QBs Version: 2016 Desktop

Discovered old bookeeper entered memorized bills for many venders but paid them manual check. Is there a way to remove old (unpaid) bills "en masse"?

 

And, if not in within the prrgram itself, is there a 3rd party tool to do this?

Solved
Best answer 08-05-2017

Best Answers
Highlighted
Level 15

Removing old paid bills from Unpaid bills

"The user can delete or void a single bill as needed"

 

Can and Should are completely different concepts.

 

If you filed taxes on the year in question on Accrual Basis, everything is Double-entered and double-reported. If you filed on Cash Basis, but what is entered on Bills hits another balance sheet account, they Still Show, as well, so Checksfor what also is on a bill = Double-data entered. That's why you don't Void or delete a historic period.

 

Even offseting with Current dates might not the right way to do it. Example: If this is only the previous year or two, your CPA can help you determine if fixing the data for its original date is proper, because your entity will file Amended Returns.

 

And even if this in not a Tax issue, if that affected, as one example, Inventory, then it is likely someone made correcting or offsetting entries such as Adjusting inventory because, oh, look! We seem to show Twice as much stuff as we ever bought.

 

Any transaction can be Void or Deleted or Offset. Knowing which is the Right Task to do ineach case, isn't something anyone can answer without being able to see the info and be involved in what else it affects.

 

Auditors use a term: Material, as in, "Is it a large enough mistake to be Material to the financial reporting as that is, now?"

View solution in original post

Highlighted
Level 15

Removing old paid bills from Unpaid bills

"neither of you are aware of that option"

"Is there a way to remove multiple bills from a company file like QBO does? And, neither of you are aware of an option."

 

Well, we both noted you Open it and Delete or void is right there, and it is one at a time.

 

Or, if you have the Accountant tools, you have more tools.

 

Perhaps you didn't read our responses thoroughly.

 

Glad you figured it out. Open any transaction and use Edit menu, top left, to see the Options that apply to that transcation on your screen. Also, RIght Click Mouse contextual menu = the most frequently used tools.

 

And Lastly, I will attach a keyboard shortcut reference sheet, which shows you the steps.Keyboard Shortcuts.JPG

View solution in original post

12 Comments
Highlighted
Community Champion

Removing old paid bills from Unpaid bills

I would make vendor credit memos dated in the current fiscal period and apply them to clear the old bills.  Make the clearing entry in the current fiscal period too.

Highlighted
Level 2

Removing old paid bills from Unpaid bills

Why would you not just delete the bills? The user can delete or void a single bill as needed. Just wanted to know if QBs desktop has a mass void or delete option like QBO does. Or, if this is not a native feature, is there a 3rd party add-on that will do it.
Highlighted
Community Champion

Removing old paid bills from Unpaid bills

Because they are from a prior period and you probably have produced a tax return on it. 

Highlighted
Level 2

Removing old paid bills from Unpaid bills

L.

 

Thanks so much for your suggestion, in this case, the bills are NOT in a closed tax period.

 

The bills are a result of an untrained employee setting up memorized bill pay transactions (many) which auto-entered and then the bills were paid using manually created checks.

 

But, my question of how to remove multiple unpaid bill in QBs Desktop remains unanswered. It is an option in QBO.....just wondered is it an option in QB Desktop or can a 3rd pary QB add-on do the trick?

 

Highlighted
Community Champion

Removing old paid bills from Unpaid bills

Removing those bills would be a one at a time thing.  Open the bill, delete it.  

 

I am not aware of a 3rd party app, but you can search for one at apps.com

Highlighted
Level 15

Removing old paid bills from Unpaid bills

"The user can delete or void a single bill as needed"

 

Can and Should are completely different concepts.

 

If you filed taxes on the year in question on Accrual Basis, everything is Double-entered and double-reported. If you filed on Cash Basis, but what is entered on Bills hits another balance sheet account, they Still Show, as well, so Checksfor what also is on a bill = Double-data entered. That's why you don't Void or delete a historic period.

 

Even offseting with Current dates might not the right way to do it. Example: If this is only the previous year or two, your CPA can help you determine if fixing the data for its original date is proper, because your entity will file Amended Returns.

 

And even if this in not a Tax issue, if that affected, as one example, Inventory, then it is likely someone made correcting or offsetting entries such as Adjusting inventory because, oh, look! We seem to show Twice as much stuff as we ever bought.

 

Any transaction can be Void or Deleted or Offset. Knowing which is the Right Task to do ineach case, isn't something anyone can answer without being able to see the info and be involved in what else it affects.

 

Auditors use a term: Material, as in, "Is it a large enough mistake to be Material to the financial reporting as that is, now?"

View solution in original post

Highlighted
Level 2

Removing old paid bills from Unpaid bills

Thank you both for your instructions on best practice for deleting QBS transactions. I also am quite familiar with the best practices when using QBs. Been a ProAdvisor for some time now.

But, my question was a simple one: Is there a way to remove multiple bills from a company file like QBO does? And, neither of you are aware of an option.

Question answered.

Thanks for your response on this is matter.
Highlighted
Anonymous
Not applicable

Removing old paid bills from Unpaid bills

Hi TmwIllI,

 

With respect to Lynda and QBTeach who provided great advice, if you are using QuickBooks Desktop Accountant, go to the Accountant menu then click Batch Delete/Void Transactions. I believe that tool started in the 2016 version of QuickBooks Desktop Accountant.  

 

https://community.intuit.com/articles/1501536-use-the-batch-delete-void-transaction-bdt-utility

 

Highlighted
Level 2

Removing old paid bills from Unpaid bills

John,

That was exactly what I was looking for!
I was certain there was a feature for this but could not remember where it was!
Thanks to all for their assistance!
Highlighted
Level 15

Removing old paid bills from Unpaid bills

"neither of you are aware of that option"

"Is there a way to remove multiple bills from a company file like QBO does? And, neither of you are aware of an option."

 

Well, we both noted you Open it and Delete or void is right there, and it is one at a time.

 

Or, if you have the Accountant tools, you have more tools.

 

Perhaps you didn't read our responses thoroughly.

 

Glad you figured it out. Open any transaction and use Edit menu, top left, to see the Options that apply to that transcation on your screen. Also, RIght Click Mouse contextual menu = the most frequently used tools.

 

And Lastly, I will attach a keyboard shortcut reference sheet, which shows you the steps.Keyboard Shortcuts.JPG

View solution in original post

Highlighted
Level 2

Removing old paid bills from Unpaid bills

qbteachmt,

Thanks once again for your assistance!

But John gave me the answer to the question I asked initially.

Once again, thanks to all who helped!
Highlighted
Anonymous
Not applicable

Removing old paid bills from Unpaid bills

If Manual Check Entries were made in the current year, you can always go to the manual check entries and change the Account to Accounts Payable referencing the Vendor name in the proper field then go apply each payment to the outstanding invoices thereby "marying" the two transactions. Keep in mind that this should not be done if your taxes have been filed. Because you have overstated your purchases and will need to speak to your tax professional to get assistance.

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