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Claudia11
March 1, 2019
Question

Negative bill displayed in the Pay Bills window

  • March 1, 2019
  • 3 replies
  • 0 views

I have problem trying to pay a bill, quickbooks doesn't allow pay negative bills, the reason it become negative was when I made a mistake, I have this Bill is a big amount and normally I pay every month part of the bill but not the whole bill, and last month I didn't change the amount to pay and it selected the whole amount by defauilt, so I create the check for the whole amount by mistake and after that I deleted the paymentcheck and the bill become negative, now what I do is just print a check in order to the vendor, but I can't pay the bill like before. I don't know how to fix it. I really apreciate if somebody could help me to find the solution.

I attached the screen with the error

3 replies

A
Anonymous
March 1, 2019

I'd try Rebuilding your data file from the File | Utilities menu.  Rebuild will fix balances due on AR and AP transactions.

AlcaeusF
AlcaeusF
March 1, 2019

Thanks for posting in the Community, @Claudia11.

 

Allow me to chime in for a moment and help make sure that this is taken care of.

 

I agree with @197905. The rebuild and verify data utilities are QuickBooks built-in diagnostic and repair tools that comb through, repair, and notify you of data damage within the file.

 

You can also check out this article for the detailed steps on how to run these tools: Resolve data damage on your company file.

 

That should help fix the error that you're getting. Please let me know how it goes by leaving a comment below. I'll be here if you need further assistance. Have a good one.

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Claudia11Author
March 5, 2019

Thank you for your answer, I will try to do it, I will let you know if I could fixed

C
Claudia11Author
March 6, 2019

It doesn't fix the problem I still having in 

Vendor window, the balance is $199,016.09, which is correct

when I click "Pay bills" then in the Pay Bills window show the list of all the bills and they are ok, just that one show the negative amount -$365,086.61, and doesn't allow select it to make the payment.

The Balance at vendor window is correct, we already made $180,000 on payments, the original amount of the bill was $379,016.09, so it is correct the balance.

I don't know how it can be fix, thank you if anybody could help me.

 

A
Anonymous
March 6, 2019

Welcome back to our forum, @Claudia11,

 

I appreciate you letting us know the outcome of the troubleshooting. I want to make sure this negative bill issue gets resolved.

 

Since the recommended steps did not resolve the negative amount, you can delete and recreate the bill. Before making the changes, I'd recommend creating a backup copy of the company file.

 

Let's pull up an Unpaid Bills Detail report to locate the negative amount. Here's how:

  1. Click the Reports menu.
  2. Choose Vendors & Payables.
  3. Select Unpaid Bills Detail.
  4. Update the report date.
  5. Double click the bill with the negative balance.
  6. Right-click on the transaction and click Delete Bill.

Once done, recreate the same bill and apply the payment. That should get you on the right track, @Claudia11.

 

Thanks for your time today. Please let me know how it goes. I'll be more than happy to help you if you need further assistance. Have a great day!

    A
    asalazar2
    October 28, 2021

    This could potentially be an issue of Target Chaining. 

    The most common ways of identifying this issue:

    • Open the Unpaid Bills report and look for old bills that are unpaid but should be paid
    • Open the Vendors > Pay Bills screen and check for unpaid bills
    • In the Chart of Accounts, check if the Accounts Payable account is extremely negative
    • Open the Profit & Loss report and check for large balances in Uncategorized Income or Expense
    • Open the Vendor Balance Detail and look for negative balances and/or bills showing under No Name

    It is a current limitation in QuickBooks, not a bug. QuickBooks was designed for Small to Mid sized Businesses and this issue only occurs after the file has reached 2 GB or has over a million targets.

    Make sure the Cache has been set correctly. 

    If possible, restore a backup from BEFORE this happened, typically you should have a backup created right before the rebuild.

    If you do, perform the following on your system where Quickbooks is Installed. This should prevent the target chaining issue from happening.


    Browse to the respective QBW.INI file stored in

     

    ProgramData: C:\ProgramData\Intuit\QuickBooks Version\


    Add the following:
    [DBSERVEROPTIONS]
    InitialCache=4096M
    MaxCache=0


    Save the Ini File. 
    Be sure Quickbooks is closed out completely as well. 
    Restart Quickbooks.

    You should be able to see what your current Cache is by clicking F2 and pulling up the Product Information window. Your current Cache will be in the bottom left hand corner. You want this to say "Unlimited". 

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