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Lukes_mum
Level 3

Vendor Credits accruing on select bills

This may be a 2-part question.  I have two bills for a single vendor that will not clear from the "Pay Bills" window, and continue to show a balance being owed, no matter how many times i pay it.  Unfortunately, it took me a while to catch on, so i have significantly overpaid the vendor.  First, these were entered as general journal entries, with the Vendor shown in the Name column  - done by my bookkeeper to do some catching up after some changes, in her preferred way (see snap).

 

We don't know if that has anything to do with it, even though all the other ones cleared off fine.  (I wondered if it could have been due to partial payments.)

 

The vendor now also has a huge accumulation of credits (see snap), and we dont know how they were generated - no message about over-payment came up, (cause obviously if one had, we wouldnt be in this predicament! :smileylol:)

 

So, questions are, why has this happened, and what should be done to prevent it from happening again, as well as how i will get rid of these two lingering bills?

2 Comments 2
RenjolynC
QuickBooks Team

Vendor Credits accruing on select bills

I've got some steps that can help you sort the transactions out, Lukes_mum.

 

This situation happens if the journal entries recorded are not linked to the payments entered.

 

We can run an open balance report for the vendor, so we can see what transactions are not linked. 

 

Here's how:

  1. Click Vendors located at the top and choose Vendor Center.
  2. Right-click on the vendor's name, and select Open Balance: Vendor name.

This is a sample screenshot of what it looks like: 

 

To link the transactions, let's create a bill payment and add the credits to offset the amounts.

 

Here's how:

  1. Click Vendors and select Pay Bills.
  2. Under Select bills to be paid, put a check mark on the journal entries.
  3. Click the Set Credits button located at the bottom.
  4. Put a check mark on the credits and click Done.
  5. Select the Pay Selected Bills button and then Done.

Here's a sample screenshot:

 

This process will removed all the un-linked transactions from the open balance report as well as clear the bills in the vendor section. 

 

Please don't hesitate to reply on this thread, if you have any additional questions. Thanks.

mariab1
Level 1

Vendor Credits accruing on select bills

Hi

 

My vendor credit has positive open balance not negative, do you know what caused this? TIA

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