Accounts payable balance does not match accounts payable reports

Legacy KB ID: 3889

Question

Why don’t the accounts payable balances no longer match the accounts payable reports?

Answer

This issue may be caused by:

·         damage to data or rebuilt names in the Other Names List

·         a corrupt transaction.

 

If the error occurs only as a result of upgrade from a pre 2008/09 version, then click HERE for KB206:  Suppliers balance change during the upgrade process to QuickBooks QBi 2008/09.

 

 

Solution

*****  If you have NOT Rebuilt your data recently, go to Step 3.  *****

 

1.         Resolve unmatched accounts payable (A/P) balances:  Resort the Names List:

a.         Select the Banking menu and select Write Cheques.

b.         Place the cursor in the Pay to the Order of field.

c.         Press Ctrl+L on your keyboard to open the Name List.

d.         Click the Name button > Re-sort List.

e.         Click OK to the message, "Are you sure you want to return this list to its original order?"

f.          Select the Window menu and select Close All.

g.         Select the Lists menu and select Other Names List. A rebuilt name will appear in the form of a number followed by [Rebuilt]. If you have any rebuilt names, they must be researched and moved to the appropriate name list.

 

Important: After you change a name type in the Other Names list, it cannot be changed back. Backup of the company file before proceeding.

 

2.         Move rebuilt names on the Other Names List to the appropriate name list:

a.         Select a rebuilt name.

b.         Click the Reports button > QuickReport.

c.         Change the Dates to All, and review the transactions listed. You may need to double-click a transaction to review it directly, or compare it with paper records to determine the correct name and list placement.

d.         Review a QuickReport for each rebuilt name to determine the correct name and list placement.

e.         Click the Activities > Change Other Name Types.

f.          Click the appropriate column next to a rebuilt name to designate in which list the name belongs. Repeat this step for any other rebuilt names.

g.         When you are certain of the new designations, click OK.

h.         Open the list where the names were moved, by choosing it from the Lists menu:

                                 i.             If you have not already recreated the name in the list, double-click the rebuilt name, edit it to the correct name, and then click OK.

                                ii.             If you already recreated the name in the list, you can merge the rebuilt name with the existing name:

                                                 i.             Double-click the rebuilt name, edit it to exactly match the existing name (including capitalization, punctuation, and spacing), and then click OK.

                                                ii.             Click Yes in the merge confirmation window.

                                               iii.             Repeat these steps until all rebuilt names are edited or merged in the name lists.

i.           Select the File menu > Utilities > Verify Data. If any further damage is found, you will be prompted to run the Rebuild Data utility.

 

3.         Run an Unpaid Bills Detail report:

a.         Select the Reports menu >Suppliers & Payables > Unpaid Bills Detail.

b.         Click the Dates drop-down arrow and select All.

c.         Click Modify Report.

d.         On the Display tab, verify that Type, Date, Num, and Open Balance are selected in the Columns list.

e.         Click the Advanced button, select Current (faster), and OK.

f.          Click the Fonts & Numbers tab and select In Bright Red in the Show Negative Numbers section of the window.

g.         Click OK to refresh the report.

h.         Leave this report open.

 

4.         Run another Unpaid Bills Detail report by repeating step 3, but select Report Date instead of Current (faster) in step 3.e.

 

5.         Compare the two Unpaid Bills Detail reports:

a.         Select the View menu > Multiple Windows > Window menu > Tile Vertically.

b.         View the reports side-by-side. They will be identical if all transaction links are valid. Any unmatched transactions or transactions that appear with a negative open balance are damaged.

 

6.         Fix damaged transactions found in step 5 by memorizing, deleting, re-entering, and re-linking the damaged transactions. We recommend backing up the company file as a precaution before you delete any transactions.

a.         Memorize the transaction using the date and document number, since this is the only information that is not retained when a transaction is memorized. To memorize a transaction:

                                 i.             Double-click the transaction in either one of the reports to open the form.

                                ii.             Press Ctrl+M To open the Memorize Transaction window.

                               iii.             Enter the original transaction date and the document number (for example, the Ref. No.) in the Name field, and then click OK.

b.      Press Ctrl+D in the transaction window to delete the damaged transaction and click OK if you receive a confirmation message.

c.      Create a new entry from the memorized transaction:

1.         Select the Lists menu and select Memorized Transaction List.

2.         Select the transaction you memorized and click Enter Transaction. A form appears that is prefilled with the transaction information.

3.         Edit the date and document number on the new transaction to match the information you used to name the memorized transaction. The Memorized Transaction List will display this information in the Transaction Name column.

4.         Click Save & Close to save the new transaction.

d.         Re-link the transaction:

1.         If the item was a bill that was paid, select the Suppliers menu and select Pay Bills.

2.         Select the re-entered bill, and click Set Credits.

3.         Select the credit amount and click Done to apply the original payment to the re-created bill.

4.         Click Pay & Close to complete the entry.

e.         Repeat step 6.a. through 6.d. for each damaged transaction. When you are done:

·                 If the two versions of the Unpaid Bills Detail report match but do not equal the A/P register balance, leave one of the reports open and proceed to step 7.

·                 If the two reports match each other and the A/P register balance, proceed to step 9.

 

7.         Run a Supplier Balance Summary report:

a.         Select the Reports menu > Suppliers & Payables > Supplier Balance Summary.

b.         Click the Dates drop-down arrow and select All.

c.         Click Modify Report.

d.         Click Advanced > Active in the Display Rows section > OK.

e.         Click the Fonts & Numbers tab and select In Bright Red in the Show Negative Numbers section of the window.

f.          Click OK to refresh the report.

 

8.         Compare the totals for each vendor on the Supplier Balance Summary report with those on the Unpaid Bills Detail report you kept open.

·                 If the amounts do not match:

                                      i.             Double-click the amount in the Supplier Balance Summary report to display the Supplier Balance Detail report.

                                     ii.             Click Modify Report.

                                    iii.             Click the Display tab > Open Balance in the Columns list > OK.

                                    iv.             Compare the amounts in the Open Balance column to those in the Amount column and repeat step 5 to fix any unmatched transactions.

·                 If the amounts do match, check the amounts in the Supplier Balance Summary report against those in the A/P account registers. If those amounts do not match, you may still have some list damage.

·                 If you have an amount at the bottom of the Supplier Balance Summary report listed as No Name, double-click the amount to display the transaction details. If the name is a rebuilt name (see step 1).

 

9.         Run the Verify Data utility after fixing all damaged links and, if prompted, run the Rebuild Data utility:

a.         Close all open QuickBooks windows.

b.         Select the File menu > Utilities > VerifyData.

c.         If the verification detects damaged transactions, run the Rebuild Data utility:

                                 i.             Close all open QuickBooks windows

                                ii.             Select the File menu > Utilities > Rebuild Data.

                               iii.             Close and reopen your company data file after the Rebuild Data utility is finished to refresh the lists in your data file

 

  

How did we do?

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