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C
Cordelia
May 4, 2020
Question

How can I reset a Supplier's Open Amount?

  • May 4, 2020
  • 1 reply
  • 0 views
I have had a supplier (let's say Acme) who has invoiced me monthly, every month, since April 2016. I have paid every invoice on time, and these are all showing on QB. So I would expect the Supplier balance to be £0.00 right now, pending the next invoice to be received any day now. However, if I go to that Supplier's record, it shows that there is an Open Amount, which is a negative number (-£30,490.00). The monthly invoice amount varies, but is usually around £8,000. How can I reset this customer's balance to zero? Thanks in advance

1 reply

C
Charies_M
May 4, 2020

Thanks for providing such detailed information about your concern, Cordelia.

 

Let's sort this out by looking into the possible reasons why there is a negative balance on your Supplier's record.

 

The following scenarios may contribute to the negative Open Amount:

 

  • An original bill was deleted after paying. You can fix this by creating a bill from the supplier with an open balance. Then, edit the payment and link it to the bill.

Here's how:

 

  1. Go to Expenses.
  2. Choose Suppliers.
  3. Locate the Supplier with the negative balance and click the Create bill button.
  4. Fill in the necessary information and click Save and close.

Once done, open the Bill Payment and link it with the newly created Bill. I'll show you how below:

 

  1. From the Expenses tab, choose Suppliers.
  2. Click the Supplier name and open the Bill Payment by clicking the View/Edit link.
  3. From the Add to Bill Payment section, you'll see the Bill. Just click Add to link the two.
  4. Click Save and close.
  • Paid an amount that is greater than the bill.
  • There are unlinked Vendor Credits and Deposits.

I suggest reviewing your transactions and apply the necessary corrections.

 

You can also use the Advance Search feature to search for transaction type. To do this, I'll guide you through the step by step process below:

 

  1. Go to the Search icon.
  2. Click Advance Search link.
  3. From the Search filter, choose Deposits or Vendor Credits.
  4. Click Search.
  5. From there you can see the list of deposits. Click the transaction to edit.
  6. Click Save and close.

Let me share this guide to learn more about the search function in QuickBooks Online: Search for transactions.

 

The Community is always open if you have other questions. I'll be around to help. Wishing you a great day ahead!

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