The issue of Bill.com voiding a payment (e.g. for a check that wasn't cashed) in a past reconciled period that causes a "Not Ready to Reconcile" error in Quickbooks in the next period has been a regular cause of frustration and lost time. I am happy to report that I have found the following workaround. It's still annoying to have to do this, but at least it works. Here it is:
1. Let the voided payment stand -- the "void" marks the payment as unpaid in Bill.com (and that's probably why they do it in the first place)
2. Set up a "Bill.com A/P Wash Account" -- this can be set up as a sub-account of Accounts Payable (this only needs to be done the first time)
3. Create a new Adjusting Journal Entry to REVERSE THE VOID on the original date of the voided payment
| JE #1 Date 12/14/22 | DEBIT | CREDIT |
| Bill.com A/P Wash Account | $123 | |
| Bill.com Money Out Clearing | | $123 |
4. Create another new Adjusting JE to "REVERSE THE REVERSAL" on the date of the actual Refund
| JE #2 Date 3/20/23 | DEBIT | CREDIT |
| Bill.com Money Out Clearing | $123 | |
| Bill.com A/P Wash Account | | $123 |
Note that these 2 journal entries essentially cancel each other, while moving the reversal to the period in which it actually occurs.
5. Next, go to the Bill.com Money Out Clearing account's Bank Register and on the date of the original payment manually reconcile the "REVERSE THE VOID" item by marking it 'R" - now the Not Ready to Reconcile error should clear
6. Now go ahead and reconcile and the universe should once again be in order
