Here is my response to this common problem:
Attaching a bill to a payment after reconciliation (DESKTOP)
The need for this procedure arises when a payment has been entered and reconciled before it is attached to a bill. The payment is reconciled but the bill is not so the bill persists in the Pay Bills list after the corresponding payment has been entered. The bill appear unders “Home > Pay Bills.” The payment appears under the vendor’s name under “Vendor Information”
- Open the payment (either Cheque or Credit Card charge).
- Change the Account to “Accounts Payable” and enter the Vendor’s name under Customer/Job.
- Change the TAX to no tax (E) and Amount to the total amount. Save and close.
- Open “Home > Pay Bills” and scroll to the Vendor name. Check the box to the left. (The Vendor name must be in the list because the bill is unreconciled.)
- Select the vendor (Click the box) and Choose “Set Credits” (third button below).
- In the Set Credits box, choose the credit item created in steps 2 and 3 above. And click “Done”
- Ensure the Vendor name line is selected and the check box checked. Click “Pay Selected Bills”.
- Under Home > Vendor Information <the vendor> check that the payment (Check of Credit Card Charge) is “CLEARED” and that the bills are “PAID”.
