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jack78
Level 1

Voided checks with bill.com

Hello, I'm new so any pointers would be appreciated.

We use Quickbooks Online along with bill.com for AP. When a check expires, it is either bill.com or QBO (not sure which one) that goes back to the original date and voids the amount.

For instance, a check is sent on 8/1, it expires after 90 days on about 11/1. From my view, it should be correct to create a JE on 11/1 that reverses the check. Instead, what currently happens is that the original transaction on 8/1 is zeroed out. Unfortunately, this is something that we cannot ignore since we report monthly and it is causing issues with AP. Which one is causing the issue? And is there a way to fix it without having to make manual JEs?

Already tried talking to bill.com customer service and they have not been able to give me a straight answer.

Thanks in advance!

Solved
Best answer November 19, 2020

Best Answers
Jen_D
Moderator

Voided checks with bill.com

I can share some information about this Bill.com concern, @jack78,

 

In QuickBooks, we do not automatically void transactions. Instead, all actions related to existing entries are to be done manually, like, editing, deleting or voiding. This is because we want to make sure your books and financial report data isn't altered erroneously.

 

However, in Bill.com, check payments that are not cashed within 90 days will auto-void. You will see this information under Void check service fees section of this article: Voiding bill payments and what to expect (Bill.com)

 

In relation to this, the article states that the void will sync back to your QuickBooks Online account, and no further action is needed. This is the reason why you're seeing the transactions being zeroed out.

 

If there are open bills, the bill will show as unpaid after the sync. Please note that Bill.com will not re-debit your account after the auto-void. If you don't need to pay the bill, you can either edit, delete or mark the bill as paid so it is not accidentally paid.

 

Use the same process of paying the bill to ensure your Accounts Payable balance is fixed.

 

Let me know if you have any other billing questions or need any help with the software. I'll be more than happy to help you. Have a good one!

View solution in original post

15 Comments
Jen_D
Moderator

Voided checks with bill.com

I can share some information about this Bill.com concern, @jack78,

 

In QuickBooks, we do not automatically void transactions. Instead, all actions related to existing entries are to be done manually, like, editing, deleting or voiding. This is because we want to make sure your books and financial report data isn't altered erroneously.

 

However, in Bill.com, check payments that are not cashed within 90 days will auto-void. You will see this information under Void check service fees section of this article: Voiding bill payments and what to expect (Bill.com)

 

In relation to this, the article states that the void will sync back to your QuickBooks Online account, and no further action is needed. This is the reason why you're seeing the transactions being zeroed out.

 

If there are open bills, the bill will show as unpaid after the sync. Please note that Bill.com will not re-debit your account after the auto-void. If you don't need to pay the bill, you can either edit, delete or mark the bill as paid so it is not accidentally paid.

 

Use the same process of paying the bill to ensure your Accounts Payable balance is fixed.

 

Let me know if you have any other billing questions or need any help with the software. I'll be more than happy to help you. Have a good one!

View solution in original post

jack78
Level 1

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?

AlcaeusF
Moderator

Voided checks with bill.com

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.

jack78
Level 1

Voided checks with bill.com

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.

jangelone
Level 1

Voided checks with bill.com

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.  

Jetta2horse
Level 1

Voided checks with bill.com

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.

AileneA
QuickBooks Team

Voided checks with bill.com

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.

Jetta2horse
Level 1

Voided checks with bill.com

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!  

jgenshlea
Level 1

Voided checks with bill.com

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!

Mophetmom
Level 2

Voided checks with bill.com

@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.

Mophetmom
Level 2

Voided checks with 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.

Maybelle_S
QuickBooks Team

Voided checks with bill.com

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.

leeseinmt
Level 2

Voided checks with bill.com

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.

Mophetmom
Level 2

Voided checks with bill.com

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. 

jangelone
Level 1

Voided checks with bill.com

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.!!!!!!!

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