Hello, @dukexm.
First, thank you for providing me with the complete details of your concern. I'm here to get you pointed in the right direction for fixing the negative balance of your bill payment.
QuickBooks for Mac and the Online version of the application, both help you to manage your day-to-day accounting operations. However, there are many differences in their functions, and this is why there are changes in your transactions upon transition.
This Unapplied Cash Bill Payment Expense account is used to record the cost on a Cash Basis when you send payments to vendors but haven't yet applied them to a vendor bill. It can also happen when you create a bill for a credit card account balance. You won't use this account directly on purchase or sales forms.
You notice a negative amount of the bill payment (Check) posted to Accounts Payable, and a new item appears as the Unapplied Cash Bill Payment Expense. Therefore, they're related and you need to apply them to the bills. Take note of the amount and correct due date on the check. This way, we can match them and offset the amount.
- Go to the Reports on the left pane and access the Profit and Loss report.
- Look for the Unapplied Cash Bill Payment Expense section and select the total amount. Take note of the vendor and amount for each bill payment in the list.
- Press + New and click Pay bills.
- If you see bills matching the bill payments in the list, select the checkboxes next to them, then Save.
- If you don’t see a matching bill for one of your bill payments, create one by selecting + New and choosing Bill to enter the necessary information.
- Repeat the steps for any bill payments left on the list.
Here are some articles to give you deep insight into using cash basis on your reporting:
Please let me know if you need clarification about this, or if there's anything else I can do for you. I'll be standing by for your response. Have a great day.
