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WNC AV
Level 2

Purchase Orders are messing up my balances when I copy to bill and mark as paid

Hello, new user here. I have to send POs to some of my vendors for ordering purposes. My understanding is that once I receive the items, I should "copy to bill" and "mark as paid" so that it will effectively close out the PO and enter the items as inventory on hand. The problem is, I have my bank and CC accounts linked digitally. QB already knows the money went out based on the credit card activity. Marking the bill as paid takes the money out a second time. Obviously this isn't ideal or correct. 

 

How can I receive inventory in a way that doesn't cause this issue?

How do I go back and correct the dozen or so bills I have marked paid so that my QB balance matches my bank balance again?

 

THANK YOU!

3 Comments 3
Rubielyn_J
QuickBooks Team

Purchase Orders are messing up my balances when I copy to bill and mark as paid

I'm here to make sure you're QuickBooks balance matches your bank, @WNC AV.

 

There could have been some duplicate records of expense inside your QuickBooks account. To fix this, you can delete the bill payment then match the bills to avoid double entry. 

 

Here's how:

  1. Sign in to your QuickBooks Online account.
  2. On the left panel, select the Banking menu.
  3. Find and select the transaction to expand the view.
  4. Review the Records found
  5. Click the link next to each record to see the details.
  6. Review the Deposit to field on the forms.
  7. Once done, select Match.

I've also added this article to know more about purchase orders in QuickBooks Online: Create purchase orders in QuickBooks Online.

 

Don't hesitate to leave a comment below if you have other QuickBooks-related concerns. I'm always here to help you. Keep safe.

WNC AV
Level 2

Purchase Orders are messing up my balances when I copy to bill and mark as paid

Thanks for your help. Unfortunately I get stuck at step 4. I don't see "records found" anywhere. I tried "undoing" a categorized transaction but that didn't seem to open up many options. I don't see where I can match the credit card payment in the Banking section to a PO. If I go to a Vendor that I've only done one PO with, I see the PO, a Bill (that's linked), and a "Bill Payment (Check)" for the same amount in the negative. Does that help? Sorry, I feel like I'm speaking the wrong language. Let me know if some screenshots might help, happy to post them. Thanks again. 

Catherine_B
QuickBooks Team

Purchase Orders are messing up my balances when I copy to bill and mark as paid

I do appreciate the steps you've performed, WNC AV.

 

Good job for doing the correct process when creating a purchase order and then copied it to a bill and recorded payment to close it. Since you already Undo the transaction, they'll be available in your For Review tab to be matched to the bill payment of your purchase orders. Matching transactions recorded in QuickBooks to the ones downloaded in your bank feeds can avoid duplicates. 

 

To match them, I'll show you how: 

 

  1. Go to the Banking or Transactions menu. 
  2. Select Banking and click the bank.
  3. Look and click for the first transaction. Select Find match.
  4. From the Match transactions window, select All under the Show drop-down and make sure that the bill payment is within the From and To date.
  5. Select the Bill Payment (Check) and then click Save.

You can do the same process to the other transactions. Once done, you can check your bank's register and review the bank balances. 

 

I'll be attaching a few articles that will help you categorize and add bank downloaded transactions and reconcile credit card accounts

 

Let me know if you have other questions. I'm just here to help you. You take care and stay safe!

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