Clearing Bills when Bank Feed Expenses have been Accepted.

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Let’s face it: we all have “that” client/company who forget they need to record an online bill payment. What they do instead is get click happy and accept QuickBooks Online Bank Feeds and record an expense. The results are overstated expenses.

Clearing-up Duplicate Expenses associated with Bills:

To start you must first verify the problem.

Often the error is found the next time the user starts to pay bills and realizes, “hey I have already paid that, why did QBO eat my bill payment?”.

We know that every QuickBooks Online Bill should have a Bill Payment attached to complete the transaction string. But, what if the Bill remains open and an Expense Payment is recorded? (As shown below.)  How will we fix it?

Once, you have identified the problem you need to apply the two Expenses to the three open Bills.

We will start the process by re-categorizing the accounts selected.

By re-categorizing the accounts associated with each of the Expense Payments to Accounts Payable we can open each of the Expense Payments and then apply them to the open Bills.

When you open the transaction the A/P drawer will open on the right side of the window and allow you to select the appropriate Bill to associate. This will clear the overstated expenses and close the open Bills.

You got it, you have closed the Bill and Bill Payment.  While there are a couple of other ways you can complete this same process, this method seems to be the easiest and fastest.  That's a 'win' in my book.