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Vendor Balances Created by General Journal Entries Showing in A/P Aging Reports

When viewing the A/P aging detail report, you see journal entries that are 90 days past due. Often, these will show as negative amounts.

Why this is happening

This is occurring because journal entries were entered into the file in order to clear out a balance due to a vendor, but these journal entries need to be applied to a bill to remove them from the A/P aging reports.

How to fix it

This is occurring because journal entries were entered into the file in order to clear out a balance due to a vendor, but these journal entries need to be applied to a bill to remove them from the A/P aging reports.

To clear out these journal entries, you will need to match them up to a bill that is due. To do this, please use the following steps:

  1. Go to Reports > Vendors and Payables > A/P Aging Detail.
  2. Click Customize Report.
  3. Click on the Filter tab, and then in the filters window, select the Name filter.
  4. Select the vendor from the list, then click OK at the bottom of the Customize window.
  5. The journal entries affecting the vendor may show in the report as more than 90 days past due.
  6. Note the vendor name and the amounts of the journal entries.
  7. Minimize the report.
  8. Go to Vendors > Pay Bills.
  9. Put a check to the left of a bill for this vendor.
  10. Click Set Credits.
  11. The credit that was created with a journal entry will now be selected. Click Done.
  12. Choose Pay Selected Bills.
  13. On the next screen click on Done.
  14. Reopen the A/P Aging Detail report and click on Refresh. The journal entries should now be cleared from the report.
  • Important note: If you are in an Accountant's Copy, attempts to apply credits in the Pay Bills window will get this error message: "Please use the Fix Unapplied Vendor Payments and Credits tool in Client Data Review to apply credits to bills in an Accountant's Copy." To start the Client Data Review process, go to Accountant > Client Data Review > Fix Unapplied Vendor Payments and Credits.

If this solution does not resolve the issue, you can read discussions and post messages and questions relating to your issue on the Intuit QuickBooks Community site for free. You can contact an agent for additional guidance. Fees may apply.

KB ID# SLN44127
10/25/2014 1:39:54 AM
PPRDQSSWS400 9102 Pro 2013 3814ab