Skip to main content
C
Confidential Agent
November 17, 2021
Solved

Vendors with a zero balance showing on the Vendor unpaid report

  • November 17, 2021
  • 2 replies
  • 0 views

Hello,

 

The Customer has vendors that are showing a zero balance in their record.  The problem is theses same vendors  is showing an outstanding balance when she pulls the Unpaid Vendor Report.  She said everything was fine until October 1st.  She also said that when they receive an in house vendor payment, the cost of the jobs is distributed as payroll wages.  She says it's like a journal entry, but because she is doing this through a Purchase Order, she cannot do a journal entry using items because journal entries can only be done for accounts.

 

I have tried going through the Vendor Center and also looking at the Chart of Accounts.  So far, I have not been able to come up with a resolution.

Best answer by JessT

Hi Confidential Agent,

 

There are payments and bills that are linked to each other that's why you see that the vendor's balance is zero, but when you dig down to the transaction level, they are not linked. This is the only reason that I can see from this scenario.

 

What you'll want to do is identify those unlinked transactions and link them.

 

For credits/payments, you can attempt to pay a bill and when you click on Set Credits, you will see the list of available and unlinked payments or credits.

 

For bills, you can find them by creating a Pay Bill transaction. On that page, you will see the list of bills that are not paid. You'll want to take note of them.

 

After getting the list of bills, you can open each of them and record a payment. Then, you can click on Set credits to choose any available credits to be applied as a payment.

 

Let me if you need more help. Take care and have a good one!

2 replies

JessT
JessTAnswer
November 17, 2021

Hi Confidential Agent,

 

There are payments and bills that are linked to each other that's why you see that the vendor's balance is zero, but when you dig down to the transaction level, they are not linked. This is the only reason that I can see from this scenario.

 

What you'll want to do is identify those unlinked transactions and link them.

 

For credits/payments, you can attempt to pay a bill and when you click on Set Credits, you will see the list of available and unlinked payments or credits.

 

For bills, you can find them by creating a Pay Bill transaction. On that page, you will see the list of bills that are not paid. You'll want to take note of them.

 

After getting the list of bills, you can open each of them and record a payment. Then, you can click on Set credits to choose any available credits to be applied as a payment.

 

Let me if you need more help. Take care and have a good one!

BigRedConsulting
BigRedConsulting
November 18, 2021

This means that, while the balance is 0.00, two or more transactions are not "paid", not linked to each other.

 

For example, you could have a bill and a bill credit, for opposite amounts, both not "paid".  Or, more likely a bill and a payment that somehow was never or is not currently applied to the bill.

 

To see the transactions that aren't paid, double-click on the vendor balance on the report. the resulting report should show transactions with open amounts.

 

To pay off the unpaid bills, use the Pay Bill window and apply the vendor's outstanding credits to the bills.

O
OfficeConsult83
November 25, 2024

I have the exact same scenario, however there are no credits listed in the account when I try to clear them under Pay Bills - this means the account is overstated 

My vendor report shows these being paid - and the transaction list shows the amounts under the "credit' column but there are no credits to apply 

How should this be cleared off? These bills showing unpaid are from previous months already cleared and reconciled 

S
Shania_C
November 25, 2024

Congratulations on making your first post here in the Community, @OfficeConsult83.

 

I recognize your desire to clear vendors with a zero balance appearing on the Vendor Unpaid Report in QuickBooks Desktop. Let me provide some insights on this matter.

 

In QuickBooks, while both bills and checks are considered expenses, they serve different purposes: a bill represents money owed to be paid later, whereas a check is an immediate payment.

 

Possibly, you have a bill and a corresponding bill credit or payment that aren't marked as "paid," possibly due to being unapplied. To identify unpaid transactions, double-click on the vendor balance in the report to view those with open amounts, and then use the Pay Bill window to apply the vendor's outstanding credits to settle the bills. But if a check was used, link it to the bill to zero out the balance. It's possible that there's no visible credit because the credit you created has been applied to another bill.

 

If you create a bill for your vendor, you can use the Pay Bills feature to pay it. This will zero the balance. If you created a check to pay the bill, you'll need to link the check to the bill to clear its balance.

 

Here's how:

 

1. Open the check you created. Change the Expense account to Accounts Payable.

 

2. From the Customer: Job dropdown, select the vendor's name. If you don't enter a name, QuickBooks will ask you to choose a vendor for the Accounts Payable line item.

3. Select Save & Close.

 

Then you can now proceed to pay the bill:

 

  1. Go to the Vendors menu, then select Pay Bills.
  2. Select the bill connected to the check.
  3. Choose Set Credits, then go to the Credits tab.

 

 

4. Put a check on the credit. Change the amount as needed.

5. Select Done. Then select Pay Selected Bills.

 

 

Moreover, if you prefer not to generate all bills and instead write a check for payment to your vendor, you can delete the bills and retain the check to maintain an accurate vendor balance. For further details, I suggest reviewing the article titled Bill shows as unpaid after writing a check in QuickBooks Desktop.

 

Furthermore, I've also attached pages that might help in writing off balances, customizing vendor reports, and other topics:

 

 

Feel free to reach out if you need assistance or have questions about managing your vendor's bills in QuickBooks Desktop. I'm always here to support you, @OfficeConsult83. Take care and have a wonderful day!

Terms & ConditionsAccessibility statement