Question

Recently imported QB Desktop Pro 2019 to QBO Plus, using Desktop for 25+ years. Inactive customers+vendors made active--can't change, and reimb expenses now unbilled.

Forum|Forum|3 years ago
July 6, 2022
2 replies
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There are thousands and thousands of 'unbilled expenses' now, which were all billed and repaid in the past. Can't make my customers + vendors inactive with 'unbilled expenses' now showing up. Running the unbilled charges report shows all of the expenses for 25 years that have been repaid to the company. The only help I got from QB help phone call was to delete thousands of individual 'unbilled' charges, which I can't see as the correct answer, as it changes all of the history of the books. Any ideas to hide things that QBO won't let me hide?

QuickBooks Online

M

MadelynC

I’ve got some information about how your books were moved after migration, Linda.

When moving your company files from QuickBooks Desktop (QBDT) to QuickBooks Online (QBO), some transactions, lists, reports, and preferences aren't included.

For customers and jobs, their inactive status will remain as long as there are no unbilled charges moved. Before you migrated or imported the files to QBO, there might be unbilled charges in your QBDT files.

Since these amounts are already paid, you may consider deleting them as suggested by our support team. Here’s how you do it:

For your customers

Go to your Sales menu.
Click the Unbilled Activity (blue tile) above.
Select the entries, then click Delete.

For vendors

Select the Expenses menu, then go to Vendors.
Press the Unbilled tile.
Select the entry, then choose Delete under the Action column.

You can read this article to learn what does and doesn’t transfer to QBO: Learn how features and data move from Desktop to Online version.

I’ve added this guide to help you organize your data for getting started with QBO: Everything you need and resources for getting started with QBO.

I’ll be more than happy to help if you need further assistance with managing your company files. Simply press the Reply button to add your questions or concerns. Keep safe!

L

linda-beeson-beeAuthor

Thanks for your reply. I have tried what you suggested, and alas, it did not work. When I went to Sales, and then clicked on the Unbilled Activity (which defaults to the past 365 days), and click on the blue tile, I get a list of expenses which pop up. when I choose 'Batch Actions', I don't have a Delete choice, only a 'create invoice' choice. When I go to the Expenses section, and click on the blue tile for unbilled activity (which in this case, shows $0), no Vendors appear. When I just click on the vendor list, I am unable to inactivate because I have unbilled charges. It's a vicious cycle. I think I am just stuck with a bunch of billable expenses that were already billed and paid for, and a 25 year long Vendor and Customer list.

MariaSoledadG

Let's make sure you'll be able to inactivate your vendors, linda-beeson-bee.

Ideally, you'll have to open the unbilled charges so you'll be able to delete the transaction.

From there, you'll have an option to delete transactions under the Action column. You'll just have to click the drop-down arrow and select Delete. After that, you can now inactivate your vendors or customers.

However, if you're getting the error when deleting the customer or vendor, it's possible that there are still transactions attached to your unbilled charges for your customer or vendor. You can check your bills and expenses preference and manage your customer's charge, and billable expense charge. To give you a detailed steps on how you can do about it, check out this article for your guide: Delete Customer With Unbilled Charges.

Furthermore, to make sure that you're data is accurate and that you're getting the information you need, you can run reports and customize them to keep track of your transactions. Go through this article for your reference: Customize Reports In QuickBooks Online.

Reach out to us if you have any concerns with your unbilled charges. The Community always ensures that we always get you covered with everything you need.

Fiat Lux - ASIA

@linda-beeson-bee

Did you convert all 25+ years from QBD to QBO? Consider running the Condense Data utility to delete old transactions before you convert them again.

L

linda-beeson-beeAuthor

Thank you. Yes, all 25+ years were brought over to QBO. The company was started back then using QBD and the owner wanted to go online with all of the records from the beginning. I will look into what you have said. Thank you!

Fiat Lux - ASIA

@linda-beeson-bee wrote:
the owner wanted to go online with all of the records from the beginning.

@linda-beeson-bee

Unfortunately you can't utilize the Condense Data utility to fix this issue. Last resort, you should purchase a 3rd party conversion service. Contact us in private for details.

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