Problem in Pay Bills

[Shonne]

How do I clear a balance in "pay bills". Original invoice was paid in full but system posted an unbalanced amount which leaves a bill to be paid. To remedy I have created a dummy invoice and paid it to clear and I have also deleted and repaid invoice neither were successful. When re paying the invoice and ensuring the amount paid is the same as the invoice total after posting it shows the correct amount paid but if you look at the transaction it shows that a lesser amount was applied. Any help would be appreciated.

[Joe Williams]

When you run the "Unpaid Bills Detail" report, what transactions show for that vendor, and what is their aging?

[Shonne]

The bill was created in February and paid In March. The "unpaid bills detail" report show a 30c debit in February and a 30c credit in March with a 192 ageing. The balance outstanding for this vendor is $0.00.

[lisa_mn]

At this point, you can just go into pay bills, select the open bill and apply the credit to create a $0 payment and get it off the aging.

[Shonne]

Thanks, however there is no actual credit sitting to apply. The vendor's balance is $0.00.

[RobJoy]

Look at it like this: the total balance is zero, but there are two transactions not allocated - plus 30c and minus 30c. So when you tick the 30c bill you'll find the 30c credit available under 'Set credits'.

[Shonne]

Thanks. I had tried that but when the credit is applied the bill stays in the "unpaid bills" section and a credit is posted to the vendor's account.

[Joe Williams]

What opens when you zoom on the 30c credit on the "Unpaid Bills Detail" ?
If a Bill-Pmt opens, change the date by 5 days and Save and Close it, and then see if the credit disappears.

[Shonne]

I cannot change the date to 5 days in advance as it will affect the quarterly tax paid and bank reconciliations. If I change it to 5 days earlier the credit increases. When I zoom in on the 30c credit the bill amount is correct, amount due is correct but the amount paid is incorrect. Every time I change it to the correct amount paid it reverts back to the incorrect amount.

[Joe Williams]

What type of bill is it? I have never seen this issue before. If you change the date to 5 days later than the actual date, save and close the bill-pmt then reopen it and change the date back to the original date it should cause QB to relink the transactions.
I would like to know why the credit increases when you change the date to 5 days earlier. Would you use Screen Print and save the screens for the bill and bill-pmt as JPG files and attach them to the response?

[RobJoy]

I agree with Joe that this sounds very fishy.

At this point I'd tend to take a brutal approach: delete the bill, the payment and any other transactions (you mentioned a dummy invoice?) you have created in an attempt to fix it. Take a backup, including a full verify. Check the vendor balance and the open bills report. Now re-create the bill and bill payment. If it's still wrong, I'll come and throw your computer out of the window for you. Or at least, I'll join you in wanting to!

[Steph7]

I have this same problem from time to time. It is very frusterating. Usually I have to delete the payment and re-apply it to get it out of the pay bills window. Once I deleted the bill and payment and redid both. There doesn't seem to be any reason for it to happen it is just random. I keep updating Quickbooks hoping that they will have fixed it.

[Joe Williams]

If you have a Bill and a credit for that vendor, you can go to the Pay Bills, select that bill then click Apply Credit and apply the credit to that bill. If the credit is from a Bill Pmt, you could go to that bill-pmt check and then select the bill to re-apply the amount to the bill.

[Steph7]

You are not understanding the problem. I have been using QB for 10 years. This is a glitch. There is no credit to apply. For some reason occasionally for no appearant reason QB will double the amount due and the payment is applied correctly but it shows as having a balance outstanding. It looks like this on the bill payment cheque:
Due Date/Vendor/Ref No./Bill Amt /Amt. Due/Amt Paid
29-03-2011/UPS/6565/$19.60/$39.20/$19.60

Notice the Amount Due is more than the Bill amount. That is the glitch. I don't know why it does that. Usually unapplying and reapplying the payment or credit fixes it.

[Joe Williams]

Have you ran Verify/Rebuild on the file? There could be some data damage, I have not seen QB cause this in AP or AR without damage.