top of page
  • Writer's picturequickbooks fixes

Is Your Accounts Payable Report Showing Paid Bills in QuickBooks?


QuickBooks is an accounting software that allows users to perform various finance related tasks, such as generate payrolls, perform transactions, make payments, etc. these tasks are seamlessly performed on QuickBooks. However, at times, users may encounter certain errors while operating these services. These must not be a cause for alarm, because QuickBooks offers guidance on each of these errors.

The following article seeks to explain why does the Accounts Payable Report show paid bills in QuickBooks, as well as what can be done to rectify the issue.


Why Does The Accounts Payable Report Shows Paid Bills in QuickBooks?

The open transactions report shows unpaid transactions and record the debit or credit amounts on the Account Payable window. There are a number of such reports, including

· Open invoices Report

· A/R Aging Detail

· Reminders List

· Income Tracker

· A/P Aging Summary, etc.

When bills and invoices have been paid, and the transactions are completed, these reports must not show them here. If they are visible, it means that QuickBooks has not acknowledged the payment of these transactions.


This could be for a number of reasons, such as:

· A Bill credit has been entered, but is not applied to the bill

· A credit memo has been entered, but has not been applied to the invoice

· The preferences for Aging report are incorrect

· The Terms List has some incorrect data with regards to the invoice or bill

· The date and time settings are incorrect on the desktop or on the server computer

· The date for the Bill Payment is set after the date range

· The transactions, one or both, are damaged, or the link may be damaged


How do I fix this issue?


Solution 1: Bill Credits are unapplied

· Open the Reports window on QuickBooks and go to Vendors/Suppliers and Payables. Click on

Unpaid Bills

· Search for any negative amounts showing unlinked bills

· In the Vendors/Suppliers menu, click on Pay Bills

· Make sure the same A/P accounts are there for the Bill and Bill Payment


Solution 2: Credit memo or Customer Payments are unapplied

· Go to Reports and then click on Customers and Receivables. Proceed to Open Invoices

· Search for the negative amounts which have not been applied to the Credit Memos

· Click on Receive Payments which you can find on the Customers menu. Proceed to apply the memos to the correct invoices

· Make sure the same A/R account, and job are the same for the Invoice and Payment


Solution 3: Fix Aging Report Preferences

· Go to Edit on QuickBooks and then click on Preferences

· Select Reports and Graphs which you can see on the left of the screen. Go to Company Preferences

· You can select Age from due date for the aging to begin after the due date

· You can select age from transaction date, for the aging to begin on the date itself

For further assistance contact the QuickBooks Service Helpline on 1-888-986-7735.


Solution 4: Incorrect Terms

· Click on Terms List by going to Customer and Vendor, or lists on Supplier Profile

· Double click to ensure everything is filled correctly


Solution 5: Correct the time and date on the computer

· Click on Windows Start and proceed to Settings. Go to the Control Panel

· Check if the correct date and time is visible, and make necessary changes

· Click on Apply and then on OK

· Make sure the date and time is correct on your server computer, and that both computers share the same settings.


What else can be done to rectify this problem?

If the error continues, reach out for assistance to the QuickBooks Support Center, on 1-888-986-7735 (toll-free). You can contact this number from any location and at any time for further clarification. You can also check the history of the bill to show the linked transactions, and change the date of the bill payment to the correct time. In case the error is still not resolved, a damage may have entered your data, which will have to be fixed manually. Contact the support center for further guidance.


14 views0 comments
bottom of page