cancel
Showing results for 
Search instead for 
Did you mean: 
christee5
Level 1

Why are my journal entries showing as unbilled?

 
14 Comments 14
MirriamM
Moderator

Why are my journal entries showing as unbilled?

It's nice to see you again here in the Community forum, @christee5.

 

The account you've used when creating a journal entry may be the Accounts Payable account. That is the reason why it's showing unbilled. To fix this, you can link the journal entry to another journal entry to pay bills. But before doing so, I recommend consulting with your accountant so they can guide you on what's the best thing to do. 

 

However, if you don't want to link it to another journal entry, you can edit it and correct the account to be used. To help locate the journal entry, pull up the Adjusting Journal Entries report.

 

Here's how to pull up the report:

 

  1. Go to the Reports menu at the top. 
  2. Select Accountant & Taxes
  3. Choose Adjusting Journal Entries

From there, manually edit the journal entry to it's correct account. 

 

If there’s anything else you need help with in managing your QuickBooks account, reach back out by commenting below. I'm here for you. Have a great day!

AndyZ
Level 2

Why are my journal entries showing as unbilled?

I have the same problem and have had it for years.

 

The accounts involved are not the A/P account and the I am unable to do anything in the Billable box on the actual GJEs. Most are Other Current Liability accounts.

 

If I attempt to create an Invoice for these Unbilled Expense, no expenses show up on the tabs, presumably because they are GJEs.

 

I would love to clear these out of this report.

 

Thanks.

MaryLurleenM
Moderator

Why are my journal entries showing as unbilled?

Hello there, AndyZ, 

 

You're unable to check billable if you use Other Current Liability. You'll want to use Expense accounts instead.

 

Check this article for reference: Create a journal entry in QuickBooks Desktop.

 

Come back to this thread if you have more questions. I'll be right here to help you.

AndyZ
Level 2

Why are my journal entries showing as unbilled?

Since they aren't expenses, and in fact are other liabilities, the account is correct. What's bizarre is that they show up as unbilled when they have never been marked as billable.

 

In some cases these are "transfers" that zero out.

 

Looking at it right now, I suddenly got a warning I've never seen before: Source Account Used.

 

"You have specified this transaction’s source account on a distribution line. When creating a transaction based on an account such as your checking account, credit card, or accounts payable, you will usually want to specify an expense, asset, or liability account in the distribution area to indicate what this money was used for."

 

This is rather meaningless to me.

 

I am a publisher. I previously had taken reserves for returns on a number of projects. Then I had to release them from the reserves and back to accrued. Both are other liability accounts. Billable is not accessible but these transactions all end up on the Unbilled Costs by Job report.

 

Any thoughts on making them not show up?

 

Thanks.

MaryLurleenM
Moderator

Why are my journal entries showing as unbilled?

There are two scenarios why it's showing on the report, AndyZ.

 

The first one is there's another line item on the journal entry which has the billable checked. If that's not the case, the second scenario comes in. There might be a data damage. To fix it, let's run verify rebuild.

 

Here's how:

  1. Go to the File menu, then hover over Utilities and select Rebuild Data.
  2. On the QuickBooks Information window, select OK. Follow the onscreen steps to save a backup.
  3. Let the tool repair your file. It may take some time. QuickBooks may seem stuck, but as long as you can move your mouse, the tool is working.
  4. When the tool finishes, select OK.
  5. Go to the File menu. Then hover over Utilities and select Verify Data.
  6. Let the tool check your file for data issues.

If QuickBooks doesn't find any problems, select OK. If QuickBooks finds an issue with your company file, select Rebuild Now.

 

Check this article for more information: Verify and Rebuild Data in QuickBooks Desktop.

 

Let me know if there's anything else I can be of help.

AndyZ
Level 2

Why are my journal entries showing as unbilled?

While I had my doubts about this, I have run verify and it found no issues.

 

It appears the accounts show up by default in the Unbilled Costs by Job report. If I were to uncheck them and memorize the report, I could keep them from showing up, but I feel like there's more to this and that I should be able to make adjustments elsewhere to accomplish this.

AlexV
QuickBooks Team

Why are my journal entries showing as unbilled?

Good day, AndyZ.

 

Thanks for getting back to us!

 

It's best to reach out to our Customer Support Team. That way, they can further your company file. Simply go to the Help menu and select QuickBooks Desktop Help. Then, click on Contact Us.

 

Also, you can always visit our QuickBooks Desktop Help page if you need more articles and references.

 

Keep on posting if you need anything else. Have a great day!

AndyZ
Level 2

Why are my journal entries showing as unbilled?

After consulting with Support in a chat session—that took forever because apparently they cannot do a screenshare if you are not on a paid support plan—it was determined that if you have a Customer name in the JE and the account on the line is a liability account, it will show on the Unbilled Costs by Job report, whether or not you have checked Billable. Actually, you cannot check Billable if the account is a liability account.

 

I personally consider this a bug. If Billable is not checked, the UBCJ report should not show it. The entire purpose of the report is to help the user find items the user has marked Billable but has not actually billed.

 

The only workaround for me is to edit the report to exclude either the liability accounts or JE as a transaction type.

Teri
Level 9

Why are my journal entries showing as unbilled?

Agree, if it is not-billable in the first place, it should not show as unbilled, expecting you to bill it.

RNesbit
Level 1

Why are my journal entries showing as unbilled?

I am having this same problem.  The 3 journal entries for bounced customer checks that I have all show up as unbilled, even though I did re-bill them using the system prompts.  The "billable" column does not have check boxes to unmark them as billable.  They don't show as unbilled when I go to create an invoice for that customer.  It has not always been like this, although I cannot say when it started.  One of these checks goes back years, and I don't think it used to show up on the unbilled costs by job report, but i don't use it all that frequently. 

 

I was just experimenting.  I was able to get a Billable check box to appear on the bank service charge line by adding the customer's job.  I unchecked the box, bit still is on the unbilled report.  I even was able to bill the bank charges and they STILL show on the unbilled costs by job report.  That is messed up.

Candice C
QuickBooks Team

Why are my journal entries showing as unbilled?

Greetings, @RNesbit

 

Thanks for joining in on this thread here in the Community. Since you're still having trouble with journal entries showing as unbilled costs, I recommend contacting our Customer Support Team. They have additional tools to look further into your account to see why this is happening. 

 

  1. Go to the Help menu. 
  2. Select QuickBooks Desktop Help
  3. Press Contact Us
  4. Type in your question and click Continue
  5. Scroll down and choose to Get a Callback

 

I'm only a post away if you have any more questions. Have a great day!

AndyZ
Level 2

Why are my journal entries showing as unbilled?

If you read up the thread, you'll see that I have spoken to your Support team and shared my experience with them.

 


@Candice C wrote:

Greetings, @RNesbit

 

Thanks for joining in on this thread here in the Community. Since you're still having trouble with journal entries showing as unbilled costs, I recommend contacting our Customer Support Team. They have additional tools to look further into your account to see why this is happening. 

 

  1. Go to the Help menu. 
  2. Select QuickBooks Desktop Help
  3. Press Contact Us
  4. Type in your question and click Continue
  5. Scroll down and choose to Get a Callback

 

I'm only a post away if you have any more questions. Have a great day!


 

AndyZ
Level 2

Why are my journal entries showing as unbilled?

RNesbit, did you follow the bounced check directions when it happened: https://quickbooks.intuit.com/learn-support/en-us/declined-payments/handle-non-sufficient-funds-nsf-...

 

 

Teri
Level 9

Why are my journal entries showing as unbilled?

That sounds very strange.  Why would any liability account impact Unbilled costs?

Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up

Need to get in touch?

Contact us