Negative AP amount in a class

I’ll help you resolve this negative amount without impacting your overall payable, Debbie.

You get a negative amount in Accounts Payable when a supplier's purchase order isn't matched to a supplier invoice before creating the bill. It's also possible that the original bill was deleted or moved, or bill payment checks remain unfilled.

To get rid of this, you can generate Unpaid Bills Detail or reports by Class. This way, you can compare the balances across multiple classes. To do so, see how to filter, sort, or total reports by class.

If this class is the reason you have a negative balance, you can close them. I’m glad to show you how:

1. Go to the Lists menu, then choose Class List.
2. Select the class name.
3. From the Class ▼ drop-down menu, select Make Class Inactive.

Here's an article that provides depth insights about QuickBooks reports: Understand reports.

In case you want to keep the same report settings for future use: Create, access and modify memorized reports. It helps you access the information quickly to save time.

Don’t hesitate to select the Reply button below if you need further assistance with managing your Accounts Payable. I’ll be here to help. Always take care!

@DebbieA 

Presumably, the nonprofit overpaid for either an asset or expense, hence the debit balance for the class in A/P?  If that's the case, I would suggest entering a bill for the amount of the credit and assigning it to the asset or expense (and class) that was overpaid, then apply the credit to the bill. 

Thank you

I think it has more to do with bills that are paid from multiple classes, especially if there was a credit on the bill.  The cash did not apply properly to the payable that was split across multiple classes.

I haven't been able to identify what bill it was misapplied from, and when I try to transfer it to another class by journal entry it requires I enter a vendor name, which causes different problems.

@DebbieA 

Yes, since it's A/P, it has to be approached from the vendor perspective and the classes will clear themselves. Are you unable to find the offending transactions from the A/P aging reports or the vendor balance reports?