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JodieS
December 22, 2020
Solved

How do I apply a check that has been cleared to an open bill?

  • December 22, 2020
  • 4 replies
  • 0 views

I have a check that has no transaction history & has been cleared.  I need that check to be applied to an existing bill entered in QB.  How do I do that?  I can't undo the last reconcile & fix it because it is too old.  I can't void the check & re-enter it because I don't know how to clear the check without reconciling.  Any help is appreciated.  

    Best answer by MJoy_D

    I can help in applying the check to an open bill, @JodieS.

     

    Checks can help you in recording your bills without showing in your reports how much you owe.

     

    You can link the check to the bill by using the Pay bills feature. It will show the regular check as the payment. This works if the check has been reconciled. 

     

    Let me show you how:

    1. Open the check you created and update the Expense account to Accounts Payable. 
    2. Choose the vendor name from the Customer: Job drop-down.
    3. Select Save & Close. 

    Then pay the bill.

    1. Go to the Vendors menu and click on Pay Bills.
    2. Choose the bill connected to the check.
    3. Click on Set Credits, then go to the Credits tab.
    4. Put a check on the credit and update the amount as needed.
    5. Select Done and pick Pay Selected Bills. 

    You may refer to this article for more information: Bill shows as unpaid after writing a check in QuickBooks Desktop.

     

    If you also want to learn how to use Online Bill Pay in QuickBooks Desktop, feel free to read this article: Use Online Bill Pay in QuickBooks Desktop.

     

    Let me know if there's anything else that I can help in managing your checks and bills. Have a great rest of the day!

    4 replies

    MJoy_D
    MJoy_DAnswer
    December 22, 2020

    I can help in applying the check to an open bill, @JodieS.

     

    Checks can help you in recording your bills without showing in your reports how much you owe.

     

    You can link the check to the bill by using the Pay bills feature. It will show the regular check as the payment. This works if the check has been reconciled. 

     

    Let me show you how:

    1. Open the check you created and update the Expense account to Accounts Payable. 
    2. Choose the vendor name from the Customer: Job drop-down.
    3. Select Save & Close. 

    Then pay the bill.

    1. Go to the Vendors menu and click on Pay Bills.
    2. Choose the bill connected to the check.
    3. Click on Set Credits, then go to the Credits tab.
    4. Put a check on the credit and update the amount as needed.
    5. Select Done and pick Pay Selected Bills. 

    You may refer to this article for more information: Bill shows as unpaid after writing a check in QuickBooks Desktop.

     

    If you also want to learn how to use Online Bill Pay in QuickBooks Desktop, feel free to read this article: Use Online Bill Pay in QuickBooks Desktop.

     

    Let me know if there's anything else that I can help in managing your checks and bills. Have a great rest of the day!

      J
      JodieSAuthor
      December 23, 2020

      You are amazing!  Thank you for that solution.  I did what you said & it worked great!  Thank you so much!!!!

      U
      User_1234
      March 23, 2022

      Hi! So I did this, and it worked great, so thank you...but now I am wondering if I can switch the account back from accounts payable? The check we had written was assigned to a COGS account, and I would like that to be reflected still, if it is possible. Can I just make the switch, or will it affect the way that the credit applied? Thanks!

      MichelleBh
      MichelleBh
      March 24, 2022

      Happy to hear that the solution outlined by my colleague's works, @User_1234.

       

      I'll deal with your question about moving from the transaction to accounts payable in QuickBooks Desktop. So I can lead you accordingly.

       

      In QuickBooks, you can quickly switch the transactions account at any time. However, doing this will ruin your balance and reports. That said, I suggest that you stick to how the credit is applied to the program so that your data will stay accurate. 

       

      For more details on how Accounts Receivable and Payable works in QuickBooks, visit these articles:

       

       

      Further, check out these articles below on how to manage your COGs and reconcile your account: 

       

       

      Don't hesitate to leave a message below if you have follow-up questions. We monitor our Community and want to ensure that you're getting answers to your questions without being solicited to or spammed. Keep safe, User_1234.

      C
      Curlyq263
      September 18, 2023

      In Accounts Payable Aging Summary i have vendors with a zero balance but when you click on the balance you see an open bill and a check that cleared showing same amounts they are from past year(s) that show up. If you click on the check there is no history. It says BILLS PAID IN THIS TRANSACTION:  below shows columns PAY, DATE DUE, VENDOR, REF NO, BILL AMT, AMT DUE, DISC DATE, AMT PAID. 

      Pay bills shows it is open 3000 - Accounts Payable but i f you notice in A/P Aging summary Transaction detail it shows 3001- Subcontractors if that makes a difference.

       

      How do i remove: paid invoice that shows open and check that paid it when it is too old to adjust?

       

      A
      Archie_B
      September 18, 2023

      Hi there, Curlyq263.

       

      I have an idea to help you resolve the issue of a bill showing as paid with a cleared check in QuickBooks Desktop.

       

      If you have a vendor's bill that appears unpaid in the Accounts Payable Aging Summary but you find an open bill and a matching cleared check, and it's too old to adjust, you can delete the bill and retain the check. 

      You can use the steps outlined in this article to delete the bill: Void or delete a bill or bill payment check. However, you should only do this if you don't need all of your payment information to appear in Accounts Payable. 

       

      Also, if you're not sure whether to use Write check or Pay a Bill feature, consider the following information:

      Use Write Checks when:
       

      • When you settle bills as they arrive
      • If you don't need reports showing how much you owe

      Use Pay Bills when:
       

      • If you recorded your payables with the Enter Bills feature
      • When you prefer to pay bills all at once or regularly (for example, on the same day each month)
      • If you want to see reports showing how much you owe

       

      Furthermore, you can check out the other outlined solutions for issues when a bill shows as unpaid after writing a check in QuickBooks Desktop.

       

      If you're also interested in knowing how to reconcile accounts, you can check out this link as a reference: Reconcile an account in QuickBooks Desktop.

       

      Please let me know if you have any additional concerns or questions about bills and checks. Take care!

      M
      Maggie41
      February 19, 2024

      Hello, 

      I am trying to do it that way your breaking it down, but for some reason mine doesn't have the option to add the vendor. please see screenshot below and let me know if theirs another way. I don't want to deleted and redo my reconcile from 11/2023

       
       

       

       

      Candice C
      Candice C
      February 19, 2024

      Hey there, @Maggie41. 

       

      Thanks for joining in on this thread. 

       

      Since you're having issues with this same problem, I recommend contacting our Customer Support Team for further assistance. Here's how: 

       

      1. Go to the Help menu. 
      2. Press the QuickBooks Desktop Help option. 
      3. Tap the Contact Us button/hyperlink. 
      4. Enter your question and hit Let's talk. 
      5. Scroll down and choose to Get a callback. 

       

      Keep us updated on how the call goes. I'm only a post away if you need me again. Take care! 

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