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Thanks for providing a screen shot, MommyTheBommy.
I'll provide you some tips for managing your vendor transactions. Both bill and check are technically an expense. These have different meanings in QuickBooks. A bill is money that your company owes but plans to pay later. While a check is payment that your company pays for a purchase on the spot.
If you create a bill for your vendor, you can use the Pay Bills feature to pay it. This will zero the balance. If you created a check to pay the bill, you'll need to link the check to the bill to clear it's balance.
Here's how:
- Open the check you created. Change the Expense account to Accounts Payable.
- From the Customer: Job dropdown, select the vendor name. If you don't enter a name, QuickBooks will ask you to choose a vendor for the Accounts Payable line item.
- Select Save & Close.
Then pay the bill.
- Go to the Vendors menu, then select Pay Bills.
- Select the bill connected to the check.
- Select Set Credits, then go to the Credits tab.
- Put a check on the credit. Change the amount as needed.
- Select Done. Then select Pay Selected Bills.
On the other hand. if you don't want to general all bills and write a check to pay your vendor. Then, you can delete the bills and keep the check. This will ensure your actual vendors balance is accurate. I recommend reviewing this article for more details: Bill shows as unpaid after writing a check in QuickBooks Desktop.
Furthermore, you can choose from a wide variety of ready-made vendor reports in QuickBooks Desktop. Check out this resource to know where your business is in terms of expenses and accounts payable: Customize vendor reports.
If you need further assistance managing your vendors, let us know. We're always here to help you.
