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billyay
October 25, 2021
Question

Transaction by vendor lists: Expenses show up as negative if paid by checking account

  • October 25, 2021
  • 2 replies
  • 0 views

I am reviewing the transactions by vendors list.  If the expense is paid by credit card, the expense shows up as a postive number.  If the expense is paid by checking account, it shows up as a negative number.  How do I fix this?  A snapshot is attached.  Thanks.  

    2 replies

    T
    TirzahC
    October 25, 2021

    Allow me to share some insights on why you're seeing a negative balance in the expense report, billyay.

     

    Bill transactions will show up as an expense if you haven't applied them to a payment yet. Once you've paid the bill, the bill-payment will show a positive amount on both Account Payable (A/P) and the transaction bank accounts when you run vendor reports.

     

    For more details, you can check this article: Enter, edit, or delete expenses in QuickBooks Online. This also provides information on how you can make any changes to the expense you've created.

     

    Please refer to this article on how you can run a report that will reflect all payments made to vendors: Run a report with vendor totals.

     

    Please let me know if you have other concerns. I'm just around to help. Take care!

    B
    billyayAuthor
    October 25, 2021

    Thanks for your reply.  They were transactions that were already paid from the checking account so the "Expense" type is correct.  I can't figure out why it is showing up as a negative number.  

      M
      Maybelle_S
      October 25, 2021

      Hello there, @billyay.

       

      There are two reasons we can consider why expenses are showing as negative.

       

      First, you'll want to check if there are deposits transactions made on your expenses. This will show a negative amount on your account.

       

      Second, another reason is if bills were deleted while bill payment remains in the system. You can run the Unpaid Bill report to check what are those transactions.

       

      Here's how:

       

      1. Click Reports.

      2. On the search bar type, Unpaid Bill.

       

      I have added this link in case you have other questions about income and expenses in QuickBooks Online.

       

      Feel free to let us know if there are things that you want us to help with. We're always right here if you need further assistance.

      Q
      QuickAndSlow
      December 20, 2024

      I finally understand. It's possible this conversation was regarding the wrong subject for me and perhaps for others looking here, as well.

       

      For those of us who are absolutely confused by this conversation, we have all probably been looking at the wrong vendor report!!!!!!!!

       

      The report most of us want is called Expenses by Vendor Summary (in Reports). That will show all of the expenses for a specific vendor and it doesn't care about what payment method you used to pay them or whether there was a bill or not.

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