An existing vendor with an outstanding bill disappeared from the vendor list. They're not in "inactive" How do I retrieve them?

Hi there, @david 3rdactmagazine.

Thanks for asking us here in the Community today. I'm here to help resolve this concern. 

Unusual behavior like missing vendors in QuickBooks Online can be caused by a browser-related problem. We can use a private browser to open your account and see if they show up.

Here are the keyboard shortcuts depending on the browser you're using:

• Google Chrome: press Ctrl + Shift + N
• Mozilla Firefox: press Ctrl + Shift + P
• Microsoft Edge: press Ctrl + Shift + P
• Safari: press Command + Shift +N

If the vendor shows up in the list, switch back to the regular browser and start clearing its cache & historical data. This helps to restore the default setup of the browser.

In case the steps above don't work, use another supported browser to get the best and most secure experience with the program.

Additionally, I'd also suggest checking and tracking activities made by users within the account: Use the audit log in QuickBooks Online.

Feel carefree to post any questions about QuickBooks. I'll be happy to help you some more.

Hi david 3rdactmagazine,

Hope you’re doing great. I wanted to see how everything is going about the vendor's list concern you had yesterday. Was it resolved? 

Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at any time.

Looking forward to your reply. Have a pleasant day ahead!

thanks, but I had already tried those to no avail. And now, when I create a bill for a vendor, they disappear from the vendor list, and when I click on the "open bills" above the vendor list, where there are now 4, the reply is that no vendors fit the criteria.

cheers

I'm here to ensure this gets investigated, david 3rdactmagazine.

'd suggest reaching out to our QuickBooks Support Team to check why the vendor isn't showing. I'll guide you how.

1. Click the Help (?) icon at the top.
2. On the Assistant tab, click Talk to a human.
3. Enter your issue or question on the Type something field, then click the send icon.
4. Choose I still need a human.
5. Select Get help from a human.
6. You can either select the Chat with us or Have us call you option.

To ensure that you'll be assisted on time, please see our support hours.

I also encourage running and customzing a report with vendor totals. This helps you monitor all the payments made to your vendors.

In case you'll need assistance in dealing with your vendor transactions, don't hesitate to get back on this thread. I'm always here to back you up.

I have the same problem.  I try to enter a bill or check and there are no vendors on the dropdown box.  Additionally, the chart of accounts disappears when I try to enter the bill or check detail.

This also happens with Invoicing and Sales Receipts.  I have tried clearing cache, incognito window, etc.  Nothing works unless I completely close Chrome (which disrupts any other jobs I have running in multiple tabs!!), restarting Quickbooks Online and then (hopefully) I am back to normal for at least a small amount of time.

Same question using quickbooks desk top. I need to close the vendor list, then reopen it and the vendor reappears.  How can i correct this

I'll make sure you get to view and access the complete vendor list in QuickBooks Desktop (QBDT), @HK55.

Based on your description, it seems that you have a minor data issue with your company file. With this, I'd recommend utilizing the Rebuild Data tool. It's a built-in tool that can help automatically fix data issues with your company file. To do this, here's how:

1. Go to the File menu.
2. Select Utilities, then choose Rebuild Data.
3. On the QuickBooks Information window, select OK. Follow the onscreen steps to save a backup.
4. Let the tool repair your file. It may take some time. 
5. When the tool finishes, select OK.
6. Go to the File menu.
7. Select Utilities, then choose Verify Data.
8. Let the tool check your file for data issues.

In case the issue persists, continue performing the recommended solutions in this article, starting with Solution 2: Fix data damage on your QuickBooks Desktop company file.

Also, to further guide you in managing your vendors, expenses, and paying bills in QBDT, I'd recommend checking out this article: Expenses and Vendors Help Articles for QuickBooks Desktop. It includes topics about purchase orders and inventories, to name a few.

Please don't hesitate to let me know if you have other concerns about the managing vendor list and transactions in QBDT. You can drop a comment below, and I'll gladly help. Take care always, @HK55.

Thank you, but this is for multiple companies.  We have an extensive client list and it's happening with all of them.  Do you think that could be the issue?

Also, I just noticed you are referencing Quickbooks Desktop.  My problem is with Quickbooks Online.

Thanks for joining this thread, @CarouselDAmes. Let me provide some steps to fix issues accessing vendor lists in QuickBooks Online.

To start, let's perform some troubleshooting steps to fix this. There are times that the browser is full of frequently accessed page resources, which causes some errors or unusual responses. Let's start accessing your account using a different or a private browser. You can use either of these shortcut keys:

• Google Chrome: Ctrl + Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Microsoft Edge: Ctrl + Shift + P
• Safari: Command + Shift + N

Then, check your vendor lists. Once all the vendors show up, go back to your regular browser and clear its cache. This is done to speed up the process next time you do a transaction in QuickBooks Online. Also, an alternative way is to use other compatible browsers.

Additionally, you may utilize this resource to access each vendor's records, edit and view the status of their transaction: View vendor transactions

Feel free to leave a comment below if you have any other questions about vendor lists in QuickBooks. I'm always here to help. Wishing you and your business continued success.