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vickydubuc
March 14, 2018
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Remove old bills and journal entry from a closed period

  • March 14, 2018
  • 2 replies
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When I go to Unpaid Bills Report, I see some vendors with old bills still pending from last year (which is closed). The last bookkeeper used a journal entry to offset that bill amount. But when I open the unpaid bills report, the bill and the journal entry are still there. How can I do to fix this without affecting the books?

Best answer by lynda11_2

This is the exact reason you do not use journal entries for these types of transactions.  Go to vendor>pay bills (use a  current fiscal period date) and click off the check and apply the “credit” created by the journal entry to clear them.

2 replies

lynda11_2
lynda11_2Answer
March 15, 2018

This is the exact reason you do not use journal entries for these types of transactions.  Go to vendor>pay bills (use a  current fiscal period date) and click off the check and apply the “credit” created by the journal entry to clear them.

    C
    capricekrow
    February 4, 2019

    Please explain how to remove an old bill from a closed period? It was a duplicate and not caught prior to closing.

    A
    Anonymous
    February 4, 2019

    Hey there, @capricekrow,

     

    I appreciate your time checking this with the Community. I can share some insights about deleting old bills from a closed period.

     

    Deleting a duplicate vendor transaction, considering you have filed your taxes, affects your financial reports and your inventory.

     

    This action requires adjusting your inventories and filing amended returns to your agency. Before doing so, we always recommend getting in touch with an accounting professional to get help fixing your books.

     

    Additionally, you can create a credit memo for the vendor then apply them to clear the old bills. This way you no longer need to delete or void past transactions.

     

    Please mention me on this post with if you need further assistance. I look forward to hearing from you.

      J
      JSlade
      September 1, 2022

      Bills were entered but when they were paid they were not paid through pay bills. They were either paid by a credit card on the vendor website or paid by check or through an expense transaction. So there is a que in bills that were paid, the credit card accounts and banking accounts have all been reconciled. How do I clean up these bills?

       

      C
      Carneil_C
      September 2, 2022

      Thanks for joining the thread, @JSlade. I've come to help you with this query about bills in QuickBooks Desktop.

       

      Since your account is already reconciled, you'll want to undo the reconciliation of your account and link those checks to your bills, then reconcile the account again. To link your check to the bill, I'll show you how:

       

      1. Open the check you created. Change the Expense account to Accounts Payable.
      2. From the Customer: Job dropdown, 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.
      3. Click Save & Close.

       

      Then, you can now pay the bill. Here's how:

       

      1. From the Vendors menu, then select Pay Bills.
      2. Choose the bill connected to the check.
      3. Tick Set Credits, then go to the Credits tab.
      4. Put a check on the credit. Change the amount as needed.
      5. Click Done. Then select Pay Selected Bills.

       

      Otherwise, it would be best to consult your accountant for further guidance about the best process to sort this out and ensure that your books are accurate and to avoid messing up the data.

       

      Also, I've added this article in case you'll want to delete or void a bill or bill payment check in QBDT: Void or delete a bill or bill payment check.

       

      You can always reply or reach out to us again if you need anything else with QBDT-related tasks. We're always here to guide and assist whenever you need help. Have a good one!

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