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kelly30
Level 1

One of my supplier's open balances is higher than the total of their unpaid bills

My A/P for the supplier agrees with the total of the unpaid bills and also agrees with the statement of account from their accounts department. However, the amount showing as "open" on their supplier page is much higher and I cannot find why this has happened or how to fix it. It doesn't seem to be affecting the A/P ageing 

13 Comments 13
Kc29655
Level 2

One of my supplier's open balances is higher than the total of their unpaid bills

Hi there, kelly!

Let me share some important information with you.

In QuickBooks Online (QBO), the open balance section on your supplier screen composes of the total amount of bills/payments as well as the overdue that was created on that specific supplier. 

The overdue balance, on the other hand, are bills that was reached the set due date.

Based from your screenshot, it stated there that there were four (4) open and three (3) over due bills. Let's go ahead and check the supplier balance report and see if they are the same. 

Also, let's make sure that the bills that need to be paid are marked as paid. This will then organize the report on your QBO account accordingly.

Please refer on this link for more information: https://community.intuit.com/articles/1503073-customize-vendor-reports

Keep me posted if you have any questions or clarifications. I'm ready to help!

kelly31
Level 1

One of my supplier's open balances is higher than the total of their unpaid bills

Hi Kareen
Thanks for the reply. However, with regard to this vendor I only have 2 open bills for them, and only part of the one invoice is overdue. The total of these two open(unpaid) bills is less than the “open” amount that is showing on the top right hand of the vendor’s page. There are no other unpaid bills and no unapplied payments or credits ....i.e. nothing that should be “open”.
I have run all the accounts payable reports and vendor balance summary reports and these amounts all agree with the sum of the two unpaid bills and NOT with the amount that is showing as open on the vendor’s page.
I have no other vendor in any of the companies that I work on that has this issue and I am flummoxed.
If you have any other input, I would really appreciate it.
Thanks
Kelly
Kc29655
Level 2

One of my supplier's open balances is higher than the total of their unpaid bills

Hello @kelly,

Let's go ahead and try to run the Supplier Balance report to get the total amount of the correct open bills.

Subtract the correct open bill to the amount showing on the Supplier screen. Then, look for a transaction which is closer to that amount and try to delete and recreate.

This visual error is usually caused by transactions that were edited multiple times and haven't been saved properly. Thank you!
kelly30
Level 1

One of my supplier's open balances is higher than the total of their unpaid bills

Hi, Kareen
Thanks again for the help. I have done as you suggest (there were a couple of transactions which were for the amount that is causing the issue). I deleted and recreated, but I am still showing an incorrect supplier open balance. I really don't know what is causing this. Is there anything else that I can try?
Thanks
Beremp
Level 1

One of my supplier's open balances is higher than the total of their unpaid bills

Have you been able to resolve this? I have the same issue and can't find the problem.

MirriamM
Moderator

One of my supplier's open balances is higher than the total of their unpaid bills

Hello, @Beremp. Thanks for joining this thread.


The issues impacting supplier's open balance amount on supplier page have been resolved. With this, kindly run the supplier balance reports to view the correct open balance.

 

However, if the issue persists, I recommend contacting our Customer Support team as they have the necessary tools to pull up your account and get to know the root cause of this issue. 

 

Here's how to contact the Customer Support Team:

  1.     Click the Help icon on the top right.
  2.     Click Contact Us button at the bottom.
  3.     Enter a short description about your concern.
  4.     Click on Let's talk.
  5.     Choose the method on how you'd be connected to support.

If you have any follow up questions, please let me know. I'm here for you. Have a great day.

Kathoff
Level 1

One of my supplier's open balances is higher than the total of their unpaid bills

I am having the same issue. I ran the Vendor Open Balance report and figured out that one vendor had a check posted and a couple invoices were deleted which made it look like an over payment. I re-posted the invoices and re-applied them to the check and now it balances. However, I have another vendor that is off by $1.96. I ran the open balance report and it is not showing where I would be off by that amount. This is driving me nuts!

Kristine Mae
QuickBooks Team

One of my supplier's open balances is higher than the total of their unpaid bills

Good job for checking the balance report, Kathoff. It'll help us know if there's a vendor balance.

 

In the report, you can try to change the period or dates. This will help us view more transactions.

 

Although, if you're still unable to see any balance, this unusual behavior might be caused by some browser hiccups. We'll perform some basic steps to fix this.

 

Let's start with logging in to your account through a private browser. This is the best spot to isolate web issues. These are the shortcut keys:

  • Google Chrome: press Ctrl + Shift + N 
  • Mozilla Firefox: press Ctrl + Shift + P
  • Internet Explorer: press Ctrl + Shift + P
  • Safari: press Command + Shift + N

If you're unable to see any balances or off, go back to your regular browser and clear its cache. This refreshes the program.

 

Also, you can use a different browser like Google Chrome or Mozilla Firefox.

 

If you're still encountering the same issue after trying the steps, I'd suggest reaching out to our customer care support. This way, an agent can take a better look at this. Follow the steps provided by MirriamM on how to get in touch with us.

 

The Community is open 24/7. Please know we're just around to help you.

Kathoff
Level 1

One of my supplier's open balances is higher than the total of their unpaid bills

Thank you. I am actually on QuickBooks Desktop. I went into the Vendor Pay and paid all the bills that were open for that vendor and then went back to the vendor screen and it is still showing that I have a $1.96 balance. I ran the Open Balance Report with the dates as All and it is blank. I am not sure where this is coming from.

JamesDuanT
Moderator

One of my supplier's open balances is higher than the total of their unpaid bills

Hello Kathoff,

 

Aside from the Open Balance report you mentioned, we can pull up and customize a different one. Here's how to do it:

  1. Click Reports at the top and select Vendors & Payables > Vendor Balance Detail.
  2. Click the Customize Report button and go to the Display tab.
  3. Go to the COLUMNS section and add the Paid column.
  4. Go to the Filters tab and search Preferred Vendor.
  5. Select the specific vendor and click OK.

This report should show you which bill or transaction that is still open causing the $1.96 balance. You can settle it from there.

 

Let me know how this goes so we can further help you. Have a great day!

Byrd28
Level 1

One of my supplier's open balances is higher than the total of their unpaid bills

I have the same issue with the Vendor Center showing an open balance but no reports or transactions to show where the balance comes from. I have tried all the suggestions in this string of emails but have not found a solution. Any more suggestions?

Beremp
Level 1

One of my supplier's open balances is higher than the total of their unpaid bills

I couldn't find a fix but after about a week it was back to normal. I do run multiple currencies so that may have been the issue. You could try to revalue your currency.

IamjuViel
QuickBooks Team

One of my supplier's open balances is higher than the total of their unpaid bills

Hello there, @Byrd28.

 

Making sure that your suppliers' balance is accurate is essential for organized bookkeeping. Let's generate and customize your Transaction List by Supplier. This way, we'd be able to determine where the open balance is coming from.

  1. Go to the Reports menu.
  2. Scroll down to the Expenses and Suppliers section.
  3. Select the Transaction List by Supplier.
  4. Click the Customise button.
  5. Set the Report Date Range to This Year.
  6. From the Rows/Columns section, mark the following tick box:
    • Date
    • Transaction Type
    • No.
    • Memo/Description
    • Account
    • Amount
    • Open Balance
  7. Expand the Filter section.
  8. Pick the name of the supplier that displays a higher open balance than the total of Unpaid Bills.
  9. Click the Run Report button.

Also, you can look into is your list of journal entries. Do you have any journal entries tied to the supplier? This may be impacting the open balance. The journal entry must include the Accounts Payable (A/P) in the ACCOUNTS column.

 

Lastly, you can follow the suggestions shared by, @Beremp.

 

Keep me posted if you have other questions about managing your vendor's balance. I'm always here to help.