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Graceman

Allstar

12/12/10 9:56am PST
Viewed by asker 07/07/11 1:14pm PDT

A/p Prepayments fail Credit's do not Clear

Accounts payable prepayments error,
One or two issues have arisen with entry of payments to account using the accounts payable account in the write cheque. This normally posts credit onto Supplier account for later allocation. It still does in most cases but recently and since R3 Update there have been one or two where this is reported as the credits not clearing.
In a recent datafile the issue was just with one account in the supplier centre. Other accounts in same datafile it worked as normal. Verify & Rebuild worked normally as did all other datafiles I have. It does seem odd.
Workaround was to change the cheque to post via a bank or prepayment bank account set up for this purpose and pay the bills of from there.
Where the payment on account is less or equal to the bill being paid it still works ok but where the Prepayment is split and the payment is used where an extra payment or balance is left then this is when it fails on some rare instances.
QB 2008 does not have this problem.

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9 Replies

Crowley

New Member

12/13/10 3:47am PST

Well the work around will work, but it creates a lot of extra work. The software is not doing what it should and what we have paid for it to do. When will a proper solution be put in place? The product has been accreditation by HMRC and professional accountancy bodies, have they been made aware of the problem as it might change its status on the accreditation.

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MizzW

New Member

04/08/11 7:19am PDT

Dear Graceman,

As others have stated this is an awkward and time consuming work around. QB is providing AP reports with varying totals - this is not satisfactory reporting for any of my clients. Can you please tell us what Intuit are doing about it? I'm sure it is more than 2/3 people who've had this problem and it will be a huge problem if it hasn't been noticed, if the reports have simply been relied upon as being accurate when, in our case, one of them under reports the AP by £1000's!!

Please can you give us an update?

Thanks for your help and advice elsewhere!

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Graceman

Allstar

04/08/11 7:40am PDT

I do not know anything about any possible fix for this, I am not connected to intuit in any way I am just a poster like you who has a lot of free time available.

This is an annoying bug as it worked fine up to & including QB 2008 and it is causing several issues like yours. I posted the workaround because I had to solve a problem I do not think it is much more work but then its possibly because it is only one or two times I have had it happen.

The other solution is to enter bill and pay in normal way, using same cheque number and then delete the original cheque.

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MizzW

New Member

04/08/11 8:27am PDT

Sorry Graceman - I didn't realise you weren't connected to Intuit. Thanks for the options.

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Crowley

New Member

04/08/11 9:35am PDT

I reported this to Intuit development team 7 months ago, they advised that they would look at it but were busy developing the next release. I am afraid this says it all, they are driven by profit rather that ensuring their product does what it says on the box. When these type of problems arise, intuit go quite. I suppose we will not get a response from Diana or anyone at intuit on this. It seems the only product you can get support on is Sage, perhaps we should move to that.

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abph

New Member

07/07/11 3:03am PDT

Hi - I have just been in touch with QB about this problem and their solution was to delete the prepayment cheque, then make a general journal entry, debiting Accounts payable with the amount of the cheque and entering the name of the supplier in the Name column and then entering the relevant bank account on the line underneath. it then shows up as a payment out of the bank and as an available credit on the Pay Bills screen. This is OK, but messes up my bank reconciliation from 4 months ago!!

They also said to enter all future prepayments in this way, ie as a General Journal entry. Not ideal, especially as QB2008 didn't have a problem with it. They said a patch would be sent out in due course .....

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MizzW

New Member

07/07/11 6:50am PDT

Messing up bank reconciliations - quite! I'm not sure if I've got this right/wrong but the suggestion you've been given by QB is exactly the same as writing a prepayment cheque isn't it? The problem we're having is that having applied the credits to bills, some credits still remain 'available' and counted in AP o/s totals, thereby reducing the AP total inaccurately. I hear what people say about it only affecting split credits, but most POA's are going to be split - in my cases anyway.

I've tried to think of ways to delete the original POA's and use the work around/new bank account, but I can't think of a way that doesn't mess up the bank reconciliations.

Its a nightmare now I'm eight/nine months down the line from first query to QBks.

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Graceman

Allstar

07/07/11 8:42am PDT

Your old POA will be corrected if you just open the original cheques and change the expense acccount from Accounts payable to the new Bank account you set up for this. Save and the bills becomes unpaid now just pay them off again using the pay bills route it does not change the cheque or reconciliation. It just changes the posting behind it.

This will also correect the reports and allow the splits. The work around once set up is really no more work for each POA.

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MizzW

New Member

07/07/11 9:27am PDT