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nboedeke
nboedeke
September 13, 2022
Solved

Manage outstanding balances for suppliers in desktop

  • September 13, 2022
  • 1 reply
  • 0 views

Good morning. I have looked for the answer to this but am only finding it for QB online, not desktop. I am trying to apply a payment we received an invoice for to an outstanding vendor balance to pay it down. When I entered it, it increased the balance owed by us to the vendor instead of decreasing it. What am I doing wrong? Help! Thank you for any help you can give me on this!

Best answer by VaTT

If the total bill has already been entered, do not add the new invoices into QuickBooks. You should be able to adjust payment amount by adjusting the "Amount to Pay" column when you use "Pay Bills" button.

1 reply

Tori B
Tori B
September 13, 2022

Thanks for checking in, @nboedeke. 

 

Before we begin, I wanted to ask a few questions to get more clarification on the concern. When you applied the payment, did you create a check, or did you pay the balance through the pay bills screen? Could you also provide more details on your process when receiving an invoice from a vendor?  

 

While I await your response, feel free to browse through the help article I've included below to adjust a vendor balance in QuickBooks Desktop. 

 

 

I'll be sure to keep an eye out for your reply and look forward to chatting with you soon. Take care! 

 

 

    nboedeke
    nboedekeAuthor
    September 13, 2022

    Hi, Tori. This is an invoice that was entered in Dec 2020 for a new building that we just broke ground on, but it was the invoice for the engineers that did the planning and have been working with us throughout. We've been paying it down as the invoices come in, but the person that used to do that is no longer here and I took their place without any real experience in QB so this has been on-the-job training, basically.

     

    We send a physical check to them but when I enter the invoice in desktop, it increases the open balance instead of decreasing it. That's the opposite of what needs to happen! EEP! If I go into the Pay Bills screen, instead, and click the amount that is still owed, it wants to pay the full amount instead of giving me an option to apply a payment to it in the amount of the invoice we received.

    V
    VaTTAnswer
    September 13, 2022

    If the total bill has already been entered, do not add the new invoices into QuickBooks. You should be able to adjust payment amount by adjusting the "Amount to Pay" column when you use "Pay Bills" button.

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