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Level 2

Vendor Bills Balance Shows $0 - Even Though Open Bill(s)

Hi,

 

We have a vendor that has an open bill but on the left pane (under Vendor Center) it is showing a balance of $0.

 

Under Reports as well as under Vendor Center > Transactions > Balance Detail it shows the open balance there. The Vendor Bill also shows under Pay Bills screen. Bill also shows open when you select it obviously.

 

Yet, if we go ahead and select that bill to pay, the left pane will result in a negative balance.

 

I'm not seeing any Credits on account or any pending To Be Printed checks.

 

The Vendor payment is the same each month. However, one employee set 1 of 2 open bills as To Be Printed Later for the other employee to pay. The employee cutting the check(s) was to address both bills but it looks like only the one check was cut for 1/2 bills.

 

Yes, the check is associated (linked) to that bill.

 

Perhaps the employee cutting the check ignored the To Be Printed check and went and addressed the 1 bill differently and somehow that To Be Printed bill is lingering some where? I've looked and there's not an open check to be written (File > Print Forms > Checks). I don't think it's possible with the employees permission levels but I'm not seeing why it's showing a $0 balance when there's clearly an open bill unaddressed.

 

Anything else I can look through to get this addressed?

 

 

Thanks!

Solved
Best answer October 31, 2020

Best Answers
Highlighted
Moderator

Vendor Bills Balance Shows $0 - Even Though Open Bill(s)

Thanks for getting in touch with us, @The D33d,

 

Normally, a supplier shows a balance due if there is an open bill that doesn't have a payment linked to it. In your case, we can track the discrepancy to make sure the vendor balance is fixed by running a vendor report.

 

To do that, follow the steps below:

 

  1. Go to the Vendors menu then choose Vendor Center.
  2. Click to highlight the vendor name.
  3. Under Reports for this vendor, choose Open Balance.
  4. On the report, if there's an unpaid bill, it will show a positive balance.
  5. Double-click the bills listed there and see if there's anything that doesn't have a payment properly linked to it.

If all bills are paid properly and there isn't any balance showing on the report, let's use the Verify/Rebuild Utility. This built-in tool automatically fixes minor company file data issues.

 

  1. Go to the File menu then pick Utilities from the list.
  2. Select the Verify Data. tool then wait until the diagnosis is done.
  3. If there are issues, proceed to rebuilding the company file.
  4. Tap File menu then hover over Utilities.
  5. Pick Rebuild Data then click OK.
  6. Follow the onscreen steps to save a backup.

 

Let me know the result once you've tried the steps. I want to make sure your concern is fully addressed and I'm here to provide further assistance whenever you need it. Have a great rest of the week!

View solution in original post

3 Comments
Highlighted
Moderator

Vendor Bills Balance Shows $0 - Even Though Open Bill(s)

Thanks for getting in touch with us, @The D33d,

 

Normally, a supplier shows a balance due if there is an open bill that doesn't have a payment linked to it. In your case, we can track the discrepancy to make sure the vendor balance is fixed by running a vendor report.

 

To do that, follow the steps below:

 

  1. Go to the Vendors menu then choose Vendor Center.
  2. Click to highlight the vendor name.
  3. Under Reports for this vendor, choose Open Balance.
  4. On the report, if there's an unpaid bill, it will show a positive balance.
  5. Double-click the bills listed there and see if there's anything that doesn't have a payment properly linked to it.

If all bills are paid properly and there isn't any balance showing on the report, let's use the Verify/Rebuild Utility. This built-in tool automatically fixes minor company file data issues.

 

  1. Go to the File menu then pick Utilities from the list.
  2. Select the Verify Data. tool then wait until the diagnosis is done.
  3. If there are issues, proceed to rebuilding the company file.
  4. Tap File menu then hover over Utilities.
  5. Pick Rebuild Data then click OK.
  6. Follow the onscreen steps to save a backup.

 

Let me know the result once you've tried the steps. I want to make sure your concern is fully addressed and I'm here to provide further assistance whenever you need it. Have a great rest of the week!

View solution in original post

Highlighted
Level 2

Vendor Bills Balance Shows $0 - Even Though Open Bill(s)

@Jen_D,

 

Rebuilding the Data file is what was needed. Found the only error at hand related to this specific issue. All resolved. Thanks!

Highlighted
QuickBooks Team

Vendor Bills Balance Shows $0 - Even Though Open Bill(s)

Hey there, The D33d. 

 

I'm glad to see that my colleague was able to help you out today! If you have any other questions, or need any other assistance. We're just a few clicks away.

 

Thanks for your time and have a lovely Monday. 

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