Phantom Account Used in Bill Transaction Linked to Purchase Order

ptownbro · ‎February 26, 2021

We have a number of Bills where an Account is being used with a zero value in the transaction that we don't understand where it's coming from.

In our setup, we have 3 accounts that are relevant named as follows.

1) Accounts Payable

2) Opening AP

3) Inventory

The Opening AP account is a current liability account that we setup to do some journal entries to record some transfers. It's not normally used. However...When we enter a Bill for a Vendor we sometimes see this account being used as in:

Account	Debit	Credit	Item
Inventory	1,000		Raw Goods
Accounts Payable		1,000
Opening AP		0

Somehow Opening AP is being used, but we cannot figure out from where.

1. We are certain that the "A/P Account" used on the Bill is the "Accounts Payable" account.

2. The Bill only has one line item to purchase an Item named "Raw Goods".

3. None of the accounts mapped to the "Raw Goods" Item is mapped to "Opening AP"

4. The Bill originated from a Purchase Order, but we cannot see where the "Opening AP" account is used with a Purchase Order.

MirriamM · ‎February 26, 2021

Hi there, @ptownbro.

Thanks for reaching out and providing detailed information about your concern.

To get this sorted out, let's use the Resort list tool to resolve odd behavior in your transactions. Here's how:

Go to the Edit menu at the top.
Select Find.
Go to the Advanced tab.
From the Filter list, select Name.
Select the Name ▼ dropdown, then press Ctrl+L on your keyboard.
Choose the Include Inactive checkbox. If it's grayed out, there are no inactive names.
Click the Name ▼ dropdown, then select Re-sort List.
Click OK.
Close and reopen your company file.

For more details, see this article: Re-sort Lists in QuickBooks Desktop. Once done, run the verify and rebuild tool to fix any data issues.

You'll also want to visit this link for more troubleshooting steps: Fix data damage on your QuickBooks Desktop company file.

Please let me know how things go on your end. I want to ensure this gets resolve for you. Take care.

ptownbro · ‎March 01, 2021

Thank you for your reply. However, your suggestions did not resolve the issue. Also, I had already tried to run the following utilities:

File > Utilities > Repair File and Network Problems

File > Utilities > Verify Data

File > Utilities > Rebuild Data

When I ran the "Repair", no errors were detected. When I ran the "Verify", errors were found, but none seemed to be related to my issue. When I ran the "Rebuild", everything ran successfully and all errors were fixed.

After all of that... my problem still persists.

ReymondO · ‎March 01, 2021

Hey there, @ptownbro.

Thanks for reaching back to us.

Since you've already performed the recommend basic troubleshooting steps, I'd recommend contacting our QuickBooks phone support. They have the available tools that could check your company file and trace why this Opening AP account is showing in your journal entries.

Here's how you can reach out to them:

Go to the Help icon and select QuickBooks Desktop Help.
Click Contact Us.
Write your concerns in the description box, then select Continue.
Select which one of the support options you'd like to use.

Please check out our support hours to ensure that we address your concerns on time.

Let me know how it goes in the comment section below. I'm more than happy to lend a helping hand again. Keep safe!

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Phantom Account Used in Bill Transaction Linked to Purchase Order