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dukexm
August 24, 2023
Question

Bank Account Transaction Drilldown Report Showing Bill Payment Not Really Occurred

  • August 24, 2023
  • 1 reply
  • 0 views

Hi all,

 

I migrated my accounting tool from Quickbooks for Mac 2020 to QuickBooks Online yesterday and my anxiety level started to rise for a few issues.

 

When I went to Reports/Company Financials/Balance Sheet and clicked a checking account "Checking_721", it showed me many line items in the Bills that have not been paid, which never happened in the Quickbooks for Mac. The following is one example. 

 

Checking_721 | 08/23/2023 | Bill Payment (Check) | 10057 | XYZ Plumbing | Accounts Payable | -$7,032.50

How do I fix this?  I do not wish to see transactions that has not occurred in the bank account yet.  Let the billing items stay in the bills or Account Payable. 

 

The other annoying issue is the new item "Unapplied Cash Bill Payment Expense" in the P&L, which never shows up in the Quickbooks for Mac version.  I didn't change the rules for this company account so why would QuickBooks Online treats it differently?  Do I need to open another thread to deal with this issue?

 

The call for the migration onboarding didn't really solve the issues, so I am asking help here.

 

Thank you in advance,

 

Nick

1 reply

J
JamaicaA
August 24, 2023

Hello, @dukexm.

 

First, thank you for providing me with the complete details of your concern. I'm here to get you pointed in the right direction for fixing the negative balance of your bill payment.

 

QuickBooks for Mac and the Online version of the application, both help you to manage your day-to-day accounting operations. However, there are many differences in their functions, and this is why there are changes in your transactions upon transition.

 

This Unapplied Cash Bill Payment Expense account is used to record the cost on a Cash Basis when you send payments to vendors but haven't yet applied them to a vendor bill. It can also happen when you create a bill for a credit card account balance. You won't use this account directly on purchase or sales forms. 

 

You notice a negative amount of the bill payment (Check) posted to Accounts Payable, and a new item appears as the Unapplied Cash Bill Payment Expense. Therefore, they're related and you need to apply them to the bills. Take note of the amount and correct due date on the check. This way, we can match them and offset the amount.

 

  1. Go to the Reports on the left pane and access the Profit and Loss report.
  2. Look for the Unapplied Cash Bill Payment Expense section and select the total amount. Take note of the vendor and amount for each bill payment in the list.
  3. Press + New and click Pay bills.
  4. If you see bills matching the bill payments in the list, select the checkboxes next to them, then Save.
  5. If you don’t see a matching bill for one of your bill payments, create one by selecting + New and choosing Bill to enter the necessary information.
  6. Repeat the steps for any bill payments left on the list.

 

Here are some articles to give you deep insight into using cash basis on your reporting:

 

 

Please let me know if you need clarification about this, or if there's anything else I can do for you. I'll be standing by for your response. Have a great day.

D
dukexmAuthor
August 24, 2023

@JamaicaA,

 

Thank you for addressing the UCBE issue.  However, the checking account issue I reported has not be resolved. Why would QuickBooks Online assume that I have paid that bill when in reality I have not?  That cause the checking account to be totally off.  Can someone please help with that?  

 

 

AlcaeusF
AlcaeusF
August 24, 2023

Hi Dukexm,

 

Welcome aboard to the Community space. Allow me to chime in and help you get the support you need to fix the imported data from QuickBooks Desktop for Mac.

 

I know you're trying to seek support here because of the result of the export and your experience with the migration onboarding. We want to be one assisting you with the issue, but this requires tools unavailable in this forum.

 

I recommend contacting our dedicated team to correct the migration and re-import the data if necessary. They have the tools required to help you clear the open bill transactions.

 

The support can also review bill payments reflecting directly into the respective bank accounts. Here's how:

 

  1. Visit the Convert a QuickBooks Mac Desktop file to QuickBooks Online article.
  2. Click the If you last accessed your file on Quickbooks Mac 2015 or older drop-down.
  3. Use the phone number in the Note section to contact our team.

 

Also, when you switch from the Desktop version to QuickBooks Online, you may notice differences in how your books appear. I have an article here for QuickBooks Desktop, which also applies to users from the Mac version: Learn how features and data move from QuickBooks Desktop to QuickBooks Online.

 

Drop me your response below if you have further questions or concerns about the migration or the data. We'll be happy to help you some more. Take care.

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