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mna9876
January 27, 2019
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Vendor Transaction Detail Incorrect

  • January 27, 2019
  • 2 replies
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I have general journal entries which contain a combination of transactions to various vendors, in addition to some transactions that are NOT related to any vendor (and therefore the Name column is blank for those trxs), all offset by cash clearing.  When I run the vendor reports and 1099, etc., the transactions that do NOT have a vendor associated with them, are being assigned (bled over) to the vendor in the 1st line item of the journal entry in all the vendor detail/total reports and the 1099, causing the vendor totals to be incorrect.  Has anyone experienced this issue and what is the solution?

Best answer by qbteachmt

Here's the problem: Making JE for Names. That isn't how to enter Purchases or Spending.

 

Here's how to Fix it: "all offset by cash clearing"

 

Clearing or Cash on Hand should be a Bank Type of account. That means you use the Banking menu. Here are the Tools.

 

Banking menu > Write Check. Not JE. List here, that Payee and the details of that purchase. Here you can also use the Items tab, which you cannot do in the JE, and Quantity, and even Job tracked it for the customer as Billable or not.

 

Replaced One JE with all of the "payee purchases" from your Cash or Clearing Bank. Now you have the Right transactions.

 

You avoid JE for anything with Names. You also just bypassed Cash vs Accrual Basis reporting. You avoid this for AR and AP, for Inventory, for QB Payroll, for QB sales and Sales taxes. It is a brute force accounting entry.

 

You want Purchase entries. That is the Banking menu > use these tools.

2 replies

Kristine Mae
Kristine Mae
January 27, 2019

Hello there, Mna9876.

 

I've replicated your concern and got the same result. 

 

When you create a journal entry, the 1st line item gets reported. The other line items (with or without vendors) will not show. Though, the total is still correct. You can create a money out transaction to correctly report the 1099 form.

 

If you have further questions, just leave a comment below. Have a good one! 

    qbteachmt
    qbteachmtAnswer
    January 28, 2019

    Here's the problem: Making JE for Names. That isn't how to enter Purchases or Spending.

     

    Here's how to Fix it: "all offset by cash clearing"

     

    Clearing or Cash on Hand should be a Bank Type of account. That means you use the Banking menu. Here are the Tools.

     

    Banking menu > Write Check. Not JE. List here, that Payee and the details of that purchase. Here you can also use the Items tab, which you cannot do in the JE, and Quantity, and even Job tracked it for the customer as Billable or not.

     

    Replaced One JE with all of the "payee purchases" from your Cash or Clearing Bank. Now you have the Right transactions.

     

    You avoid JE for anything with Names. You also just bypassed Cash vs Accrual Basis reporting. You avoid this for AR and AP, for Inventory, for QB Payroll, for QB sales and Sales taxes. It is a brute force accounting entry.

     

    You want Purchase entries. That is the Banking menu > use these tools.

      M
      mna9876Author
      January 29, 2019

      Thanks for the detailed response.  We were using cash for small purchases and small contracts (in this project only), and so the cash clearing account was our "bank" account for expending out once the cash was spent out of the kitty.  JE's may not be the best way to do that, however,  given the software was designed to include and support Names for each line of the JE, it would make sense that those entries (with blank Names) should be reflected correctly in the reporting and not bleed over to the Name in the first line item by default (or accident).  The entries do show up properly in the reporting, e.g. profit and loss, when the Names column is populated for every line item as opposed to blank in one or more of them.  This actually appears to be a bug in the software.  JE's also do not appear in the list of transactions in the Vendor Center even when the Name is populated in the JE, which seems to be another bug in the software, since it would make sense that all transaction sources should bubble up to that screen display.  That said, I agree it would be better on a go-forward to use the "Write Checks" under Banking for this purpose and I will do so.  Thank you again for the feedback.

      JenoP
      JenoP
      January 29, 2019

      Your suggestion means a lot to us, mna9876.

       

      I'll take note of your feedback about the vendor report and will forward it to our engineers. You can also go to the forum website and share it directly to them. Here's the link: https://feedback.qbo.intuit.com/forums/168199.

       

      You're always welcome to visit the Community again if you have other questions. 

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