Question

Vendor Bill Payment showing as Credit

Forum|Forum|1 year ago
June 27, 2025
1 reply
43 views

This is driving me crazy…

I do vendor bill payments ALL THE TIME. But suddenly I have one vendor that it shows my last payment to his bill as if it is a running credit.

Even though the Vendor does not show any extra payment, the payment in AP is clearly linked to the bill.

There is NO extra payment that would explain why this shows as a credit in A/P Aging. When I click on that it takes me to the bill and shows it as a bill payment check.

I have tried everything and see no duplicate payment anywhere, my account is balanced with the bank.

There is no extra credit in Accounts Payable.

All transactions for this vendor are there and a zero balance!

Yet A/P Aging shows it as a credit sitting there for 3 weeks.

Can someone please help me get this sorted?

Thanks!

QuickBooks Enterprise Suite

M

MichaelaS

QuickBooks Team

I understand the feeling of unease with facing the challenges related to unidentified credit, Edgemont1. It is possible that the credit showing in the report could be due to the bill and the bill payment check not being properly linked (resulting in an open credit) or the bill payment check date is beyond the billing term. This led to the vendor's profile being zeroed out, with no visible credit in Accounts Payable, yet it still appears in the A/P aging report.

Let's open the pay bills window to check for any bills or credits specific to that vendor, ensuring they are linked. If there is, put a check mark both the bill and the check (or credit), and then hit the Pay Bills button to link and remove them from the aging report.

If this is not the case, compare the dates on the bill and the payment check. Ensure these dates fall within the billing due date to remove them from the aging report.

If the problem persists, please run the verify and rebuild troubleshooting to diagnose and fix common issues affecting your company file's transactions. Also, please share with us a screenshot of the bills, bill payment check, and the aging report. This will help us review and provide you with an accurate solution.

I'd also like to share that you can run the Transaction Lists by Vendor report to pull up transactions for a specific vendor and customize it. Please refer to this article for guidance: Customize reports.

Please leave us a response if you have other questions or concerns.

E

Edgemont1Author

Thanks, but as I said in my original post, I have done all these things.

The bill is dated June 9, 2025 and was paid June 11, 2025 - using Billpay and direct deposit.

If you open the check on June 11, it is directly linked to Billpay and says “Bills paid in this transaction” and lists the bill amount, the amount due and the amount paid - which are all exactly the same as that check.

I don’t know what you mean by “Billing Term” - when you look at the bill it is marked with a green check and says “paid” and the Bill Due date is the same date that it was paid.

As I said before, the Transaction list by vendor shows no other entry for this amount and they are all paid and there is a zero balance owing.

The Vendor Balance Summary shows nothing for this vendor (as it should be since there should be nothing owing!)

But the A/P Aging Detail shows this amount as an open credit for that same date of June 11 and lists its Type as “Bill Payment” - so it clearly knows it was paying a bill and thus linked to one!

I do not know how to re-link this to the bill it was paying since it already shows it as linked!

I have rebuilt the data and that does nothing to fix this.

Any suggestions? I’ve never seen this happen before in 15 years of using QB

M

MirriamM

QuickBooks Team

Thanks for the detailed explanation of your situation, Edgemont1. I can see you've done a thorough job checking everything related to your transactions and payments.

Given that you've already taken many steps to resolve this issue and it appears to be more complex, I recommend routing you to our Live Support Team. They have the right tools and access to your account to closely investigate why you're seeing the discrepancy, especially with the A/P Aging Detail showing an open credit.

To reach them, here's how:

On your QuickBooks Desktop (QBDT) account, go to the Help menu at the top.
Select QuickBooks Desktop Help/Contact Us.
Enter a question, keyword, or topic you need help with.
If you can't find answers to your questions, select Contact Us to be connected to an expert for help. Please also note that you'll need to search for an article first before the Contact Us option becomes available.

When contacting them, please be aware of their support hours. QBDT Plus (Mac, Pro, Premier) is available from Monday to Friday between 6 AM and 6 PM, while QBDT Enterprise offers support around the clock, 24/7.

I've also attached this helpful resource that you can use as a guide in handling transactions for vendors: Accounts Payable workflows in QuickBooks Desktop.

You can always return to this thread if you have follow-up questions.

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