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Warning: Transactions to Accounts payable must include a Vendor

I am trying to adjust some register entries, to make them credits to accounts payable rather than direct expenses.  Sometimes it works, and sometimes I get the above message: "Warning: Transactions to Accounts Payable must include a vendor" even though I have selected a vendor.

How can I fix this?

Solved
Best answer 12-10-2018

Accepted Solutions
Level 1

Hi mindyjolyons, These messages appear when the Account...

Hi mindyjolyons,

These messages appear when the Account Payable account is chosen on a transaction but the name associated with that account is not a customer or vendor name.

I have few things in mind to fix this issue:

Add a name in the name field

Deposit: Received From
General Journal Entry: Name
Account Register: Payee
Enter Bills: Customer:Job


Note: Even if you don't want to use a name, you will still need to use one. It's required by QuickBooks in certain transactions. However, the name can be one you create like General.

Check the type of name used on the transaction

1.Click the drop-down arrow in the name field. Review the name type listed on the right of the menu.
2.Go to the Customer Center, Vendor Center, Employee Center, or Other Names List to find the desired name. If the name is listed under the wrong type, you can go to the correct Center and create a new name.


Check the type of account used on the transaction

1.Click the drop-down arrow in the account field. Review the account type listed on the right of the menu.
2.Select Lists > Chart of Accounts and find the account. Review the Type column for this account. If desired, you can right-click and select Edit Account to change the account type.

Important: You cannot change the type for accounts created by QuickBooks (for example, Accounts Receivable, Accounts Payable, Payroll Liabilities). 

Please let me know if this helps you.

View solution in original post

4 Comments
Level 1

Hi mindyjolyons, These messages appear when the Account...

Hi mindyjolyons,

These messages appear when the Account Payable account is chosen on a transaction but the name associated with that account is not a customer or vendor name.

I have few things in mind to fix this issue:

Add a name in the name field

Deposit: Received From
General Journal Entry: Name
Account Register: Payee
Enter Bills: Customer:Job


Note: Even if you don't want to use a name, you will still need to use one. It's required by QuickBooks in certain transactions. However, the name can be one you create like General.

Check the type of name used on the transaction

1.Click the drop-down arrow in the name field. Review the name type listed on the right of the menu.
2.Go to the Customer Center, Vendor Center, Employee Center, or Other Names List to find the desired name. If the name is listed under the wrong type, you can go to the correct Center and create a new name.


Check the type of account used on the transaction

1.Click the drop-down arrow in the account field. Review the account type listed on the right of the menu.
2.Select Lists > Chart of Accounts and find the account. Review the Type column for this account. If desired, you can right-click and select Edit Account to change the account type.

Important: You cannot change the type for accounts created by QuickBooks (for example, Accounts Receivable, Accounts Payable, Payroll Liabilities). 

Please let me know if this helps you.

View solution in original post

Level 1

I'm struggling with the same problem. When I allocated al...

I'm struggling with the same problem. When I allocated all my cc charges, I didn't know what I was doing, so I designated all the vendor payments to Inventory Assets account.

I created all the PO's separately and am now stuck trying to match them up.

Now I know the charges should have gone to Accounts Payable, so I go into the Register, check that the name is designated as a Vendor and change the account from Inventory to A/P, but I get the error message above.

I'm choosing the name from the drop down, so it couldn't be a mismatch with the vendor list. Accounts Payable is definitely in my Chart of Accounts and I'm using it successfully for new charges. Just can't get these old charges corrected. What am I doing wrong??

BTW, I'm using a PC, not a Mac.

Kate
Level 1

Re: I'm struggling with the same problem. When I allocated al...

I'm having a similar problem.

 

I'm trying to enter two journal entries (adjusting) involving Accounts Payable per the accountant. However, I can't get Quickbooks to accept it when the vendor is listed as a subaccount or even as a separate account classified as Accounts Payable. What can I do?

 

Thank you.

Moderator

Re: I'm struggling with the same problem. When I allocated al...

Thanks for joining us here in the Community, 01840.

I can provide you some information about entering a journal entry in QuickBooks Desktop.

 

When entering a journal entry in QuickBooks Desktop, using the same account or both Accounts Payable, even if it is a sub-account, is unavailable. You'll need to select different accounts in order to record a journal entry.

 

To create a journal entry:

 

 

  1. From the QuickBooks Company menu, choose Make General Journal Entries.
  2. (Optional) In the Make General Journal Entries window, change the Date field.
  3. The Entry No. should automatically populate. If not, type a number for your journal entries. QuickBooks Desktop will automatically number subsequent journal entries.
  4. Enter the General Journal Entry details.
    1. Enter or select the first account in your transaction. If you are using an A/R (accounts receivable) or A/P (accounts payable) account, the first account in the General Journal transaction should be the AR or AP account.
    2. Enter the debit or credit amount for the account you selected in step a.
    3. Enter or select the Customer, Vendor, Employee, or Other name associated with the transaction. This is required if you use A/R or A/P accounts.
    4. (Optional) Assign a class to the amount.
    5. Repeat steps 4a through 4e to enter distribution lines until the transaction reaches a zero balance. The total in the Debit column should be equal to the total in the Credit column.
  5. Click Save & Close to save the journal entry and close the window or click Save & New to save the journal entry and create a new one.

However, I'd suggest consulting an accountant to help and guide on which account to debit and credit. Your accountant can provide more expert ways of dealing with this situation.

 

You can get more insights in this article: https://quickbooks.intuit.com/community/Help-Articles/Record-a-journal-entry/td-p/203691.

 

You may find this article helpful: Warning: You cannot use more than one AR or AP account in the same transaction.

 

I'm always here to help if you need further assistance in entering a journal entry. Have a good one.

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