Open Item Receipt with NO Bill Report

This is perfect.  THank you

How do you "delete" an Item Receipt that is 'locked' in a previous year?  The Item Receipt was entered into QB, but there was never a 'bill' that was received against the receipt.  Therefore how do I delete this??

The steps to delete an Item Receipt are still the same, annetownsend88.

However, you'll need to enter the password that was created when the year was closed. You'll get a prompt that the transaction you're deleting is part of a closed period. 

We would also recommend reaching out to your accountant before deleting it. It will still affect last year's Balance Sheet or other financial report  even if a bill was not created for the Item Receipt. Follow these steps on how to delete it:

1. Go to the Vendor Center and proceed to the Transactions tab.
2. Select Item Receipts and change the Date filter to Last Year or Last Fiscal Year.
3. Double-click on the Item Receipt to open it.
4. Click the Delete button and select OK to confirm that you want to delete it. 

Add a reply below if you have follow-up questions or if you need additional assistance when editing old transactions. 

The best way to view open item receipts that need to be matched to the corresponding bill yet, is by going to Reports>Purchases>Purchase by Vendor Detail. You can then customize the report and filter it by Transaction Type in the filter tab and choose Item Receipt in the drop down. This will display all item receipts for your selected date range. These will all be open since they are converted to bills once they are matched and entered.

I used this technique to help clear some old Item Receipt transactions where the invoice was not matched up. The problem is that when you select the transaction then "Delete" any Builds that were processed utilizing that inventory item or items goes to Mark As Pending which really goofs up inventory. Any suggestions?

I'd like to explain some more on why your inventory goofs up when deleting an item used on a transaction in QuickBooks, @PatrickM2.

In QuickBooks Desktop, you can only delete an item if it's not associated with a transaction. Eliminating an item that is used on an entry (invoiced or not) will mess up your inventory since it was applied to the transaction that you've created.

Know that the item used on the receipt will add up to your inventory since the entry has been voided. 

To properly deal with this situation, I recommend consulting your accountant. This is to ensure the right course of action for your business and keep your records accurate. Especially if you're dealing with old transactions, wherein the books have been closed or reconciled.

Lastly, I'm also adding these handy links for your guide with QuickBooks Inventory in case you need them in the future:

• Accounts Payable workflows in QuickBooks Desktop.

• Receive inventory.

Feel free to let me know if you have other questions. I'll be more than happy to answer them for you. Have a nice day!

Personally I use purchases by Vendor Detail (Reports -> Purchases -> Purchases by Vendor Detail) and then filter Transaction Type to just Item Receipts and change the date to All (default is This Month-to-Date).

This allows me to see all item receipts that don't have bills associated with them. I try to check this regularly before we do our check runs so I can see if any bills were missed.

Thanks for sharing your workflow @Operations_Monkey. 

We appreciate you taking the time to be a part of the Community! Please feel free to drop in any time if we can help with any questions or to provide answers for others. 

Take Care!

During the time when we were upgrading from QB Desktop Pro 2019 to QB Desktop Pro 2021.  We had a few "Item Receipt" that did not get matched to a received vendor bill.  The bill was paid without attaching the "item receipt".  What is the best way to get rid of the "item receipt" without messing up our accounts payable or our inventory?  Thank you BGNF 

Thank you for joining this thread, BGNF.

You can leave those item receipts since you've already paid those bills. Deleting them will affect your inventory and accounts payable.

If not, you can delete the payment and link again the item receipt before paying the bill.

Here's how:

1. Go to the Vendor Center and proceed to the Transactions tab.
2. Find the bill payment and open it.
3. Click the Delete button and select OK to confirm that you want to delete it.
4. Once done, link the item receipt to the bill when you record the payment.

I'm adding this article to see workflows and vendor-related transactions: Accounts Payable workflows in QuickBooks Desktop.

Let me know if there's anything else you need by commenting below. I'm always right here to help manage your item receipts. 

An item receipt is in fact a posting transaction. Your balance sheet is affected. Both inventory and accounts payable will increase from an item receipt as you receive inventory through this procedure in quickbooks. If there is an open item receipt in prior periods, and the link to the corresponding bill has been broken, you will want to make sure that you take account of your inventory value and accounts payables before you delete anything in case it affects those accounts.

Does this work on previous years which have already been closed as well in addition to the bill already being reconciled against bank statements?   

Thanks for joining this thread, @Anna1172.

It's always our priority to address your concerns. However, please specify which troubleshooting you're referring to so we can provide you with a more accurate response.

In the meantime, it's important to work closely with your accountant, especially when dealing with transactions from previous years. They have the expertise to handle complex financial data and ensure compliance with accounting standards. Entries from past years can affect your current financial statements and may require adjustments or corrections that should be accurately reflected in your accounting records.

Furthermore, you can memorize a report to save its customization settings and easy access for future use.

Please know we're here to help you navigate each step when managing reports in QuickBooks Desktop. Just don't hesitate to reach out and we'll respond promptly to your queries. Until next time!