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Bill Pmt Checks on AP Report from Prior Years

Forum|Forum|5 years ago
April 15, 2021
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Hello,

Opened the AP report and have found Bill Pmt Check balances on the report. It is obvious the bills were accidentally deleted. Since it was from prior years, how do I remove these Bill Pmt checks from the AP report? These checks have already been cleared and reconciled.

Thank your for the help

QuickBooks Desktop

Best answer by KlentB

I can shed a light on that, JLaRosePrice.

You're right. Recreating the bill will help you offset the balances in the A/P Aging report. You'll also have to follow the actual or original date of the bill to ensure that your books are accurate and up-to-date.

Since the bills are from 2017, you may need to enter the closing date password and have the appropriate permissions to save the transaction in a closed period. Additionally, take note that the bill won't be automatically attached to the bill payment check. You'll have to manually link both transactions by following the steps below:

Open the bill you've created.
Click the Pay Bill icon at the top.
Select the Set Credits button, then tick the checkbox of the unapplied bill payment check.
Click Done, then hit the Pay Selected Bills button.

Once done, you can now perform a special reconciliation for the affected periods. This assumes you know the ending balance from the most recent reconciliation and uses an off-cycle reconciliation date to make a correction.

I'm also adding this article to help track where your business stands in terms of payables and vendor expenses: Customize vendor reports.

Feel free to visit this thread again with any concerns or questions you may have. I'll always have your back.

R

Rea_M

I've come to help you remove the bill payment checks from your A/P report in QuickBooks Desktop (QBDT), @JLaRosePrice. This way, you can keep your account updated and manage your expenses accordingly.

You'll have to recreate the deleted bills. Then, you need to link them to the Bill Pmt check transactions. This way, you're able to remove the Bill Pmt checks from your A/P report and zero out the balances.

Once you've recreated the bills, follow these steps below:

Open the Bill Pmt check.
Change the Expense account to Accounts Payable.
From the Customer: Job drop-down, select the vendor name. If you don't enter a name, QuickBooks will ask you to choose a vendor for the Accounts Payable line item.
Select Save & Close.

After that, pay the bills. Here's how:

Go to the Vendors menu.
Select Pay Bills.
Choose the bill connected to the check.
Select Set Credits.
Go to the Credits tab.
Put a check on the credit. Change the amount as needed.
Select Done. Then, select Pay Selected Bills.

I've attached a screenshot that shows the last five steps when paying your bills.

Once completed, I'd recommend pulling up the A/P report again with the appropriate date range. This is to make sure that the Bill Pmt checks are now removed or zeroed out. Just go to the Reports menu and select Vendors & Payables.

In the meantime, I'm adding this article to further guide you in managing your vendors and expenses using QBDT: QuickBooks Desktop Help Articles. It includes topics about paying expenses and bills, managing vendors, and inventory, to name a few.

Let me know how it goes in the comments below. If you have other reporting concerns or inquiries about managing your bill payments in QBDT, I'm just around to help. Take care always.

J

JLaRosePriceAuthor

Thank you, however my bill-payment check does not have an expense account. Recreating the bills sounds like the correct solution, by finding them in an audit trail report? Then it would automatically show up in the pay bill section of my Bill-Pmt Check?

The re-created bill entry would be dated 2017. The accounting period is closed and the expenses already reconciled. Wouldn't I need to enter these in 2021? But then it wouldn't appear in the Bill-Pmt Check since I didn't create the original bill as stated in the audit trail?

Thank you

KlentBAnswer