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Level 2

unapplied cash bill payment expense issue

I understand what unapplied cash bill payment is but cant figure out why it's showing as unapplied in this case. Also, my p/l for this customer/project is understated bc the expense seems to be counting the expense twice.

 

Context: An expense was initially created to reflect the payment. Later on, we created a bill (we want to see it this way) and then applied the expense as payment to the bill.

 

I have attached the screenshot of the:

Bill

Expense

Bill payment showing expense and bill

Project report showing the payment counting twice. (the unapplied cash bill payment expense includes the guaranteed payment shown separately)

 

NOTE I couldnt save as 1file so attached is the first set of screenshots and I'll add the second to a reply

We'd greatly appreciate any help in clarifying what we're doing wrong.

 

Solved
Best answer April 12, 2019

Best Answers
Highlighted
Moderator

unapplied cash bill payment expense issue

Hello there, haskenazi1.

 

I greatly appreciate the detailed information and screenshot you provided. Let's get this sorted out.

 

Base on the screenshot you provided, both Bill and Expense are attached to the project. Attaching both transactions causes the duplication. With that, only the Bill should be attached to the project and you'll need to remove the project from the Expense transaction.

 

Here's how to do it:

  1. Click Expenses on the left menu.
  2. Choose Vendors tab.
  3. Select the Vendor.
  4. Locate the Expense transaction and click View/Edit.
  5. Under Customer/Project, click the drop-down and remove the project attached to it.
  6. Click Save and close.

 

I'll leave you with an article to know more about editing an expense in QBO: How to enter, edit, or delete expenses.

 

That should point you to the right direction. If I can assist you with anything else or additional questions about managing unapplied cash bill payment, feel free to leave me a reply.

View solution in original post

20 Comments 20
Highlighted
Level 2

unapplied cash bill payment expense issue

This is the second set of screenshots related to the original post

Highlighted
QuickBooks Team

unapplied cash bill payment expense issue

Hey @haskenazi1,

 

Thank you for providing me a detailed explanation of your concerns, and for providing some handy screenshots.

 

You can delete either the Bill Payment or Expense made to avoid duplication. I can provide some details and help you further.

 

When paying for a bill, you can either create a Check, Expense, or you can use the Pay Bills feature. In your case, you've created an expense and applied it to a bill.

 

Then you created another bill payment, which duplicated the payments to the bill. One payment showed as an unapplied cash bill payment because of this.

 

To fix this, you can delete either the expense you've made or the bill.

 

Here's how you can delete the expense:

  1. On the left panel, click on Expenses, then choose Vendors.
  2. Select the vendor, then click on Transaction List.
  3. Click on the expense you've made.
  4. Click on More, then select Delete.

If you want to delete the bill payment, you may follow these steps:

  1. From the vendor Transaction List, select the Bill Payment.
  2. Click on More.
  3. Select Delete.

That's it! Your payments won't be counted twice.

 

Please let me know if you have any other concerns. I'll be around to help.

Highlighted
Level 2

unapplied cash bill payment expense issue

THanks for your reply. Before I delete anything I should mention that this is all for a period already reconciled in Jan 2018 and my books are reconciled as of Feb 2019. When I go to reconcile now, I see the beginning balance is accurate. So if I delete the expense, won't that make the beginning balance not accurate? Meaning, this is not an issue of a duplicate transaction otherwise I wouldn't be able to reconcile?

Highlighted
Level 10

unapplied cash bill payment expense issue

I can't see the screenshot

What account did you use in the CATEGORY column of the expense transaction?

And what is the date of the expense transaction, and the bill

Highlighted
Level 2

unapplied cash bill payment expense issue

@Malcolm Ziman  Good questions - I thought the date may be the issue but wasn;t sure

 

Account in Expense is Accounts Payable and date of expense is 02/06/18

 

Bill date is 01/12/18 and Due Date is 01/22/18

 

Bill Payment Date is 02/06/18 and it is a zero amount bc the expense pays the bill 

 

Not sure if this could explain the issue, but while the expense is zero, the amount in the payment field for the bill and the expense in the bill pay screen are both the full amount of the payment. Should one be zero? Dont think so but...

 

Thanks for your help

Highlighted
Moderator

unapplied cash bill payment expense issue

Hello there, haskenazi1.

 

I greatly appreciate the detailed information and screenshot you provided. Let's get this sorted out.

 

Base on the screenshot you provided, both Bill and Expense are attached to the project. Attaching both transactions causes the duplication. With that, only the Bill should be attached to the project and you'll need to remove the project from the Expense transaction.

 

Here's how to do it:

  1. Click Expenses on the left menu.
  2. Choose Vendors tab.
  3. Select the Vendor.
  4. Locate the Expense transaction and click View/Edit.
  5. Under Customer/Project, click the drop-down and remove the project attached to it.
  6. Click Save and close.

 

I'll leave you with an article to know more about editing an expense in QBO: How to enter, edit, or delete expenses.

 

That should point you to the right direction. If I can assist you with anything else or additional questions about managing unapplied cash bill payment, feel free to leave me a reply.

View solution in original post

Highlighted
Level 2

unapplied cash bill payment expense issue

Ah so this is a design issue and not an actual duplicate transaction amount? So if I remove from the project, the transaction won't appear twice in my p/l statement? 

 

That makes a lot of sense bc I did just add the project to that expense this morning before this all happened. Though seems odd that if it's only counted once on the books, that it would count it twice in the project report.

 

Thank you!

Highlighted
Level 10

unapplied cash bill payment expense issue


@haskenazi1 wrote:

@Malcolm Ziman  Good questions - I thought the date may be the issue but wasn;t sure

 

Account in Expense is Accounts Payable and date of expense is 02/06/18

 

Bill date is 01/12/18 and Due Date is 01/22/18

 

Bill Payment Date is 02/06/18 and it is a zero amount bc the expense pays the bill 

 

Not sure if this could explain the issue, but while the expense is zero, the amount in the payment field for the bill and the expense in the bill pay screen are both the full amount of the payment. Should one be zero? Dont think so but...

 

Thanks for your help


Given that the Bill is dated before the payment, there is no unapplied cash bill payment expense.  Where do you see it? Cash basis P&L? What time period?

Highlighted
Level 2

unapplied cash bill payment expense issue

Cash Basis P/l by customer ALL dates with filter for select customers/

 

The bigger issue - though possibly related - is that the expense is being counted twice.

 

Someone else suggested this is only counted twice in the project report I had attached in one of the screenshots and not actually counting twice on my books. Would be odd if that were the case but would at least explain why I can't figure out what's going on when e/t seems to be done correctly

Highlighted
Level 2

unapplied cash bill payment expense issue

Upon reflection, if the other poster is correct that the project is counting the expense and bill as separate transactions, then that does in fact explain why it's also counting one of them as unapplied. Bc there is really only one payment for one bill, but the project report is seeing 2 transactions for 1 bill. Definitely a design flaw that should be fixed.

Highlighted
Moderator

unapplied cash bill payment expense issue

Hello haskenazi1,

 

Jumping in this thread to provide additional information.

 

The Profit and Loss by Customer report only shows the actual company's revenues (invoices, sales receipts, income, etc.) and expenses (checks, bill payments, etc.) per customer/job. Unpaid bills are posted in the Balance Sheet report. Once the bills are paid (Bill Payment), they will be removed in the Balance Sheet report and will be posted in the Profit and Loss report. 

 

For any reports for Projects, the system doesn't count two transactions if the expense is linked to the bill (enter a bill, then click on the Bill Pay to pay it).

 

You might want to run the A/P detail report to see which bills aren't paid yet. Unlinked expenses to the bills might be the reason why the report showing multiple transactions.

 

Have a great day!

Highlighted
Level 1

unapplied cash bill payment expense issue

Hi, I my situation is similar.  I had an expense and a bill which were both applied to the same payment/project and it was creating a duplicate for the vendor $600 I deleted the bill which in turn created a credit so I then created another bill.  Here's a screen shot of where I am now.  When i go to reconcile my current statement this $600 still appears even though it has cleared.  I hope I'm explaining this right.  I'm so confused now.  Hoping you can help me.  I don't want to create more problems by changing my previous reconciliations so I'm not sure what to do now.

 

Thanks

Highlighted
QuickBooks Team

unapplied cash bill payment expense issue

 

Thanks for providing me the screenshot. It helps a lot, @test32.
 

You can open the unapplied payment and delete it so that it will stop appearing when you make an expense. It won't also affect your reports in P & L (Profit and Loss).
 

Let's start with your screenshot and follow these steps:

  1. Open the Unapplied payment.
  2. Click More and then hit Delete.

You can use this article on how to manage your expense like modifying and deleting expense: Enter, edit, or delete expenses in QuickBooks Online.

This article will serve as your guide when to enter bills and when to record your expenses: What is the differences between bills, checks, and expenses?.

Please feel free to leave a query to this thread if there's anything else. I'll be glad to help you. Take care!


 

Highlighted
Level 1

unapplied cash bill payment expense issue

Thanks.

There was one payment made. However, there was an expense and a bill.  I deleted the bill and the expense is still applied to the payment which is reconciled and cleared.  I still however now have a $600 credit which not sure how that happened.  there shouldn't be.  I i create a bill for that same amount it prompts me to make a payment and doubles the amount in my P/L

Highlighted
Moderator

unapplied cash bill payment expense issue

Let's get this issue sorted out so your P&L report will be accurate, @test32

 

The two transactions, such as an expense and a bill, may cause duplicate amounts in your P&L report since you have only made one payment. You're on the right track in deleting the bill since the expense is still applied to the reconciled payment. To help fix this, I'd also suggest deleting the vendor credit. This ensures your vendor balance and the report are correct. Let me guide you how. 

  1. Go to Expenses from the left menu. 
  2. Select Vendors
  3. Locate and select the vendor's name. 
  4. In the Transaction List tab, choose the Vendor Credit to open the transaction. 
  5. Select the More button. 
  6. Click Delete

 

The screenshot below shows you the last two steps. For detailed instructions, go through this article: Void or Delete Transactions

DeleteVendorCredit.PNG

 

Once done, run the P&L report again. You can also customize it to focus on specific details that you need for your business. For more information, visit this article: Customize Reports

 

I'm just a comment away if you need further assistance. Have a great day, @test32

Highlighted
Level 1

unapplied cash bill payment expense issue

Thanks for your response.  I've attached 2 more screenshots since I don't seem to have a credit i can delete.  when i open the transaction it says "payment made" I also see the amount as Open, so it appears it's not attached to a bill therefore it's open but it is attached to the expense.  hoping you can helm me.

Highlighted
Moderator

unapplied cash bill payment expense issue

Thanks for the follow-up, test32.

 

QuickBooks creates unapplied payment when a bill that is already paid was deleted. We'll run through the vendor's transaction list to identify this unapplied payment. Then, we can delete it from there.

  1. Go to the Expenses.
  2. Select the Vendors tab.
  3. Double-click on the vendor name.
  4. In the Transaction List tab, look for unapplied payment worth $600. It says Bill Payment (Check).  
  5. When you click on it, it doesn't have a bill linked to it. Go ahead and click on More and select Delete

 

Then, let's run the Profit and Loss again. You'll see that the amount $600.00 is now gone.

 

We are here to help you more with your vendor transactions. Let us know if you need anything else. 

Highlighted
Level 1

unapplied cash bill payment expense issue

But wouldn't i be deleting the actual payment made which already cleared.  I don't see 2 payments but there is a credit so i'm afraid that if i follow your directions it would delete the payment made and throw off my reconciliation from back in May.   see payment screen attached.  

Highlighted
QuickBooks Team

unapplied cash bill payment expense issue

Hi there, @test32

 

Thanks for reaching back to the Community. 

  

I recommend instead of deleting it, you can apply all or part of the credit to the next bill or refund it.. It won't affect anything in your reconciliation. Though it will still show up in your report. 

 

 

 Here's how you can apply it to the open bill:

  1. Open the bill you want to pay.
  2. Click the Make payment button.
  3. In the Bill Payment window, the bill is mark in the Outstanding Transactions section.
  4. Go to the Credits section and mark the vendor credit.
  5. Click Save and close.

I've attached additional link to help you guide in how how to enter pay bill, record and make bank deposit, and remove, add, delete bills. 

 Please Reply to the thread if you have any questions in QuickBooks. I'm just a post away. Have a great day!

 

Highlighted
Level 1

unapplied cash bill payment expense issue

I just found another discrepancy with how QBO handles unapplied cash payments. I had this showing up when in fact I DID have a payment applying to a bill and it would not clear out for anything. Then I notice that the billing date year of the bill was in the future, even though the due date was put in the current year. Once I correct that, it cleared out. So, check your dates!

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