Monday, September 24, 2012

QuickBooks: How to Correct a Vendor Bill Posted to an Incorrect Payment

Here's the scenario: A bill was posted to a credit card charge in error (via enter credit card charges).  It was also linked to an invoice to a customer & the customer invoice has been paid. We realized that the vendor bill should have been paid through the bank account (debit card) instead of the credit card.
How can I make the change from the credit card register to the bank register without messing up the customer invoice? Any thoughts on the simplest way to do this without creating an ugly audit trail?

Write a check from the bank with the "Expense" going to the Credit Card. This will show up as a payment in the CC window. Just clear the "charge" and "payment" when reconciling - they cancel each other out.

Don't bother marking it billable to a customer. You already did that and you were paid. It doesn't really matter that a check was used and a credit card charge was recorded for the billable piece. The customer still paid the bill. You are just correcting a misposting.

Your transactions will show in the audit trail - but so what? It is an error you fixed. Every single QB file you will ever have will have corrections. If you never see a "fix" aka a "perfect" file, that would cause me concern!!


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