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Bill shows unpaid status after writing a check to pay it

A bill will remain in open status after writing a check if you used the QuickBooks Write Checks feature rather than the Pay Bills feature to pay it. General guidelines to follow when deciding how to make payments:

  • If you pay bills as they arrive and do not need to see reports on how much you owe vendors, use Write Checks.
  • If you prefer to pay bills all at once, for example on the same day each month, and you want to see reports on how much you owe vendors, then use Enter Bills and Pay Bills in Accounts Payable.

Note: It is important to remember that the two Accounts Payable features, Enter Bills and Pay Bills, work together. If you use Write Checks with Enter Bills, the check will not be linked to the bill, and the bill will remain in open status.

 

How to fix it

If you used Write Checks to pay bills, select one of the following options:

  • (Accountant's Edition only) Use the Fix Unapplied Vendor Payments and Credits tool in the Client Data Review to apply payments to the appropriate bills.
  • Remove the bill or bills that are in open status, and leave the Write Checks entries in place. Use this option if you do not require all of your payment information to report through Accounts Payable.
  • If the bank account in question has already been reconciled, you can change the Write Check expense tab to reflect Account Payable rather than an expense account. You can then use the Pay Bills window to link the write check with the bill in question (set credits).

Note: If Accounts Payable is selected as the debit-side account (expenses tab), then the vendor name must be selected in the customer:job column.

Note: Even though the bill is now showing as paid, the history will still show regular check  not a bill payment check.

  • Pay the bill or bills through the Pay Bills feature and remove the Write Checks entries. Use this option if you need to see all of your payment information (including past data) through Accounts Payable. If you choose this option, you will be able to assign the correct check numbers to the resulting bill payments.

To pay the bill through Pay Bills and remove the Write Check entry:

  1. Back up your company file before you begin.
  2. Open the register for your checking account.
  3. Make a list of the checks that you created in error.
  4. Double-click the check entry in the register to open the check and write down the details of each check created in error (for example, vendor name, payment date, check number, and amount paid).
  5. When you have finished writing down the information, close the box to return to the check register.
  6. Select the Quick Books Vendors menu and select Pay Bills.
  7. Select Show all bills and select the bills you paid using Write Checks.
  8. Click the Payment Account drop-down arrow and select the same checking account you used in the Write Checks window.
  9. Click the Payment Method drop-down arrow and select Check.
  10. Select the Assign check no. option so that you can attach the correct check numbers to the payments.
  11. For the Payment Date, enter the original payment date you used in the Write Checks window. If there is more than one date that you need to recreate, repeat steps 7 through 11 for each date.
  12. If you have discounts or credits to apply to a bill, select the bill, and click the Set Discounts or Set Credits button, as applicable
  13. When you finish entering the bill payment information, select the step for your version of QuickBooks:
    1. QuickBooks 2007 and higher: Click the Pay Selected Bills button.
    2. QuickBooks 2006 and earlier: Click Pay & Close or Pay & New if you have other entries to make.
  14. In the Assign Check Numbers window, select Assign the appropriate check number next to each bill payment check and enter the check numbers for each bill payment using the same check numbers you used in the Write Checks window.
  15. When you are prompted that the check number has already been used, click Yes to continue. You will be prompted for each check number that you are duplicating.
  16. When all the bills are paid, open your checking account register again. You should now see two entries with the same check information. One will be type CHK and one will be type BILLPMT.
  17. Delete each CHK entry by selecting the entry, selecting the Edit menu, and then selecting Delete Check.

 

 

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# SLN40545
12/22/2014 2:02:41 PM
QYPPRDQBKSWS06 9102 Pro 2013 0e752b