Other questions

Hello there JanbonN, 

I am glad you appreciate us sharing our experience on the recent updates on QuickBooks Online (QBO). 

I also understand that software updates can alter the functionality of certain features, potentially resulting in a different experience for users like yourself.  - This is Not just different - For our team it means . See below - 

1. Client or team member enters a Check from the bank Feed to Uncategorized Expense 
2. We email client re “Uncategorized expense” asking them to clarify - 
3. Client returns 2 invoices totaling 1,400.00 from the vendor to enter as bills and apply the payment to and the balance is a credit toward the vendors next billing. 

Like this - No images allowed in post - see attached document - 

1. We click open the cleared “Check: and the open bill(s) panel opens -  (note the check # is missing? and the blue link is gone - the date is still the same and the date the check cleared) 
2. We add bills to the Cleared Check to close -   Note: this should Close the bills and leave a $100.00 overpaid balance to apply to the next bill  - for some reason the Blue link is gone too? We are editing an ALREADY cleared check .. right? Also the Check # has changed? - And the Payment Date - This is NOT how things have worked since at least 2015 .. and it is NOT helpful
3. Here’s where we end up -  No images allowed in post - see attached document - 

The only way to fix this is to “Delete” the cleared check, and Match the check to open bills from the Feed via Find Match .. ? 

But wait … there are 2 invoices being paid. - Dang - the difference will look weird, but let’s try it. 

Ok, so it doesn't show up as a Credit - that won't hurt - we can apply to the next by converting from Expense to bill payment Right? But why do we have 2 bill payment checks and the Check # is missing ?????

Just add the check # again .. and create a duplicate instead of 1 check #2540 totaling $1,500.00 and applied to two bills? 

Ok, it’s a few weeks later, we have the 3rd bill from the vendor. Time to apply the unapplied $100.00. We enter the bill -  - No images allowed in post - see attached document - 

Now we click Mark as paid - Nope .. that doesn't wok .. sadly it never has .. but whatever .. I’m on a roll  clicking cancel - I’ll just apply the Expense to close the bill. 

- No images allowed in post - see attached document - 

K, I click the expense - the Add Bill shows up - the link is Still there! Woot time to add the bill - 

We click Add  … What the heck? The check # changes, the link is gone ..We’ve created a new Bill payment ? Why? 

Cancel .. Retreat .. go Back!!! None of this that has been working for many years, is working now. 

Say this client did not get back to us regarding the Expense Check Details until AFTER the account was reconciled?  - Our opening balance is off  - and we have 2 checks # 2450 @ $700.00 and the $100.00 is a check numberless Expense -  

As of October 2023 - We work through this by - Deleting the Bill Payment across 2 open bills and that is now recorded as 2 bill payments with the same check # - i.e., we get to delete 2 cleared bill payments and an Expense to get check # 2540 $1,500.00 back into the feed so we can REDO - This time We’re going to Create a Bill Payment! -  No images allowed - screen shots are in the document attached

This looks like it should - - No images allowed in post - see attached document - 

And the Unapplied portion of the overpayment looks like it can be applied - let’s double check - 

We click the open bill and the Mark as paid button - Ha .. almost - the unapplied applies but the system tries to add a new check # - fine we back out the check #  bill payment # 

-  No images allowed - screen shots are in the document attached

This worked  .. but if all this takes this long moving forward and our reconciled accounts require Re-Reconciling .. sheesh. Why on earth would you consider this an “Upgrade” ? 

Now - I’m ready to try this the New QBO way 

All subscriptions of QBO offer the feature to apply expenses to open bills. To do this, you need to select the Accounts Payable account for the transactions. Here is a workaround you can follow. Also, bill payment is the same as pay bills.

Right here is where it starts - We Already have the Bill Payment check in the Register - 

#’s 2540 @ $1,500.00 and no bills to apply it to - 

Create an expense:

So rather than accepting a check from the Register, we need to Create an expense to add a check, that is at this point, an “Uncategorized expense”. 

 We often do not know who the check was written to or what the check was for - Not all banks allow View only access for bookkeepers and accountants … 

Go to the + New button. -  Done

Select Expense.  - Done

Choose the Payee. A tab will appear on the right side for the bill you need to pay. 

- there is none - we don’t yet know who the check was written to OR what the check was for - 

Under the Category details, select Accounts Payable (A/P) for the CATEGORY. - Done

Make sure to put the amount you need to pay for the open bill. - This is not a thing that is possible at this point.

-  No images allowed - screen shots are in the document attached

Click Save and close. - Done 

Apply the expense to the open bill: Again, not a thing that is possible at this point. 

Go to the + New button.

Select Pay bills. Again, not a thing that is possible .. there is No BILL yet.

Under the Payee column, locate the vendor. - the Mystery Vendor? 

Tick the box of the vendor with the correct open balance.- there is No BILL

Click Save. And wait for a prompt saying the bill is paid. - N/A

Good news! Entering as “Accounts Payable” does allow us to return and Apply a rouge check Credit card charge or ACH payment … to a bill once it is entered - 

However, part of how we make our living is by performing “cleanup bookkeeping” for clients who have entered rouge bank feed items to as, Unapplied Bill Payments, or Uncategorized Expenses or whatever expense type a particular vendor has been historically allocated to. 

Now, as we move through the clean up process - I suppose we change the expense type(s) to Accounts Payable for items that have bills entered after the fact as we go. 

Still a pain in the butt, Not an “Upgrade”. 

Additionally, there is no option to revert to the older versions -  That stinks

I suggest submitting feedback directly to our product engineers. They're responsible for deciding which features will be added in the future. - Yup … see above

To send your request:

Go to the Gear icon. - Done

Select Feedback.- Done

Enter your comments or product suggestions. - Done

Tap Next to submit. - working on this

Note: - No images allowed in post - see attached document - 

Furthermore, updates are internal changes, and we're unable to confirm if these are permanent since our product engineers implement updates based on user feedback. - Got it.