cancel
Showing results for 
Search instead for 
Did you mean: 
whittk
Level 2

Paying vendor in advance w/expense acct, supplier deposit, w/credit card. Invoice received, applying cc paymt to the invoice. Getting error message transaction voided?

 
6 Comments
ReymondO
QuickBooks Team

Paying vendor in advance w/expense acct, supplier deposit, w/credit card. Invoice received, applying cc paymt to the invoice. Getting error message transaction voided?

Hi there, @whittk.

 

Let me share with you what's causing this error message. 

 

Once you create a check or expense transaction and use an expense account to record the advance payment, it will cause an error once you use it to pay the bill that you've created. You can check out the screen shot below as your reference: 
x.PNG

xx.PNG

To fix this, you have to open the check or expense transaction again and change the CATEGORY to Accounts Payable (A/P).
xxx.PNG
Then, go back to the bill and select Mark as paid  to apply the check/expense credit to it. 

xxxx.PNG

This will show the check/expense that you've created in the Credits section. After this, check the boxes for the bill and check/expense to apply the credits. Finally, select Save and close.

check.PNG

In addition, you can run the Transaction List by Vendor report in QuickBooks. This will show you the list of expense transactions grouped by vendor. Just go to Reports and run the Transaction List by Vendor report.

The Community always has your back, so please let me know if you have any questions. Have a great day.

whittk
Level 2

Paying vendor in advance w/expense acct, supplier deposit, w/credit card. Invoice received, applying cc paymt to the invoice. Getting error message transaction voided?

I thank you for your reply.  Why does this only occur with an expense for a credit card transaction and not a check payment?  I have no issues when applying an invoice to a prepayment check using the same expense account.  The error message is something that just started as I have used an expense account for a credit card transaction in the past.  Also, if I have closed my monthly, quarter, etc books then changing an account creates a problem. What would be your suggestion in this instance without creating journals? Could using QB online make the difference rather than a desktop version.  

Ryan_M
QuickBooks Team

Paying vendor in advance w/expense acct, supplier deposit, w/credit card. Invoice received, applying cc paymt to the invoice. Getting error message transaction voided?

Hi @whittk,

 

Thank you for your prompt reply. I'll handle this query for you. 

 

What we suggest are the same steps provided by @ReymondO above. It applies to both an expense or a check transaction. The important step is to use the Accounts Payable (A/P) account, which allows you to link the expense or check as payment to your next bill.

 

Take a look at this article for more details: Enter a credit from a vendor. It has the steps on how you can enter vendor credits, which allows you to choose a specific expense account for your vendor. 

 

If you have Online Bill Pay, you can refer to this article on how to link vendor credits to your online payments: Applying vendor credits.  

 

I'll be around in case you have other concerns. Leave a comment, and I'll get back to you. 

whittk
Level 2

Paying vendor in advance w/expense acct, supplier deposit, w/credit card. Invoice received, applying cc paymt to the invoice. Getting error message transaction voided?

I'm sorry I guess I did not explain correctly.  This is how I enter a check prepayment using the below accounts

1450 Supplier Deposits
Other Current AssetsPrepaid Expenses
10/12/2020Check Vendor
Authorization ID aoofqx1h$1,467.00

 

A bill/invoice is transferred into QB using account accrued payables

10/14/2020Bill5793Vendor
 $1467.00

 

Applying the prepay to invoice 

I bring up the prepayment check, the invoice automatically opens on the side and click add, enter the dollar amount, save and close.  The invoice is now paid by the prepayment.  This function does not work when I make the prepayment using a credit card instead of check I use expense.  This procedure has worked many times before but now it does not.  I am using QB online.  

I do thank you for your assistance and comments.

 
 
 
 
Jen_D
Moderator

Paying vendor in advance w/expense acct, supplier deposit, w/credit card. Invoice received, applying cc paymt to the invoice. Getting error message transaction voided?

Thanks for getting back to us, @whittk,

 

We have an ongoing issue with some customers getting errors when adding a bill to an existing Check or Expense. Our engineers are working on the fix and were looking into getting it available as soon as possible.

 

In the meantime, the fix they recommended is by applying a bill payment. Here's how:

 

1.Open the bill you created earlier.
2.Click on the Mark as Paid button.
3. Enter info on the bill payment check, then press Save and close.
 

To add you to the notification list of affected users, we recommend contacting our Support Team. Once added, you'll receive live updates of the current status of the issue and its fix.

 

To contact us, follow these steps below:

  1. Go to the (?) Help menu and click on Contact Us.
  2. Use the keyword Payroll, Account Management and Billing to get a live agent.
  3. On the next screen, scroll down to the Choose a way to connect with us section.
  4. Choose Start messaging to initiate a discussion with a live agent or Get a call for callbacks.

When using the messaging option, a small discussion box will open at the bottom right section of your monitor. An agent will be with you after filling in the information. See this:

 

Reach out to us during our operations hours. You will see it here: Support hours and type.

 

Provide this investigation number INV-51491  to our representatives so they can add your account there. 

 

We appreciate your patience while this is being worked on. Feel free to reach out again if you have any questions about QuickBooks. I'll be right here to help.

whittk
Level 2

Paying vendor in advance w/expense acct, supplier deposit, w/credit card. Invoice received, applying cc paymt to the invoice. Getting error message transaction voided?

Thank you Jen,

Zillah added me the engineering list to be contacted once the problem has been corrected.

Take Care.

Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up

Need to get in touch?

Contact us