This article covers unexpected results when working with customer related reports and journal entries. For general information and A/R related workflow, see Accounts Receivable 101.
Possible Reason: The Cash Basis Balance Sheet (CBBS) should not show A/R or A/P balances because these accounts track open (unpaid) invoices and bills. However, many companies use A/R and A/P accounts and report on cash basis. QuickBooks Desktop is not designed to be used like this.
Quick Tip: Find any advanced payment applied to an invoice, or a journal entry used incorrectly.
Solution: AR balance showing on Cash Basis Balance Sheet
Possible Reason: Damaged transaction links or transactions do not have customer name attached to them.
Solution: A/R balance on the Chart of Accounts does not match A/R reports
Possible Reason: The A/R balance on the Balance Sheet shows the balance as of the report date while Open invoices report shows current open receivables.
Quick Tip: Be cautious with Report dates.
Solution: A/R Total is different on the Balance Sheet report and Open Invoice Report
The Sales By Rep Detail Report:
The A/R Aging Report:
Possible reason:The file was converted from QuickBooks Online Edition or from an earlier version of QuickBooks Desktop.
Solution: Income tracker is blank or shows the wrong number of past due and open invoices
Option 1: Click the drop down arrow in the name field. Verify the name type listed on the right side of the menu.
Option 2: Use the name list
Possible Reason: You ran A/R Aging report after recording an advanced payment that you received from your customer.
Quick Tip: Check the date of the AR Aging Reports.
Solution: A/R Aging Reports shows negative or Zero amounts
Solution: For more information on this issue, click here.
Solution: Open Balance does not match on the Sales by Rep Detail report and the A/R Aging report
Possible reason: An invoice or sales receipt with reimbursable cost was deleted.
Once a reimbursable cost is charged to a customer, that item will show as billed in QuickBooks Desktop even after the invoice has been deleted.
When deleting an invoice with a billable item charged on it, you will receive a warning "There are reimbursable expenses on this invoice/sales receipt. Deleting it will not change the billed state of those expenses. Do you want to delete it anyway?"
Clicking OK on this message will open a QuickBooks Desktop window asking "Are you sure you want to delete this transaction?" Selecting OK on this message will delete the invoice.
Now, when viewing any of the job reports with a Billed column, this item will still show as billed.
To fix it, you have to manually mark it as not billed.
Scenario: The accountant is trying to transfer amounts between receivable and payable or trying to manage bad debt
Solution: Warning: You cannot use more than one A/R or A/P account in the same transaction