I need to change an account from Unapplied Cash Bill Payment to Subcontractor, but when I go to the vendor the drop down box is already Subcontractor. What do I do?


Hello there, poneill,

Let me help you classify the Unapplied Cash Bill Payment from a Subcontractor.

The Unapplied Cash Bill Payment Expense is an account in the Chart of Accounts that is automatically created by QuickBooks Online and will only appear if the Profit and Loss report run on a cash basis.

While a subcontractor, on the other hand, is someone that carries out work for a company and we categorize it as a vendor. When paying the contractor, you need to select the name on the transaction itself.

The  Unapplied Cash Bill Payment Expense will show up on your report when: 

  • a bill payment for a vendor is recorded before entering the bills
  • if you entered bill payments without matching them to bills

To change the account from Unapplied Cash Payment to Subcontractor on your Profit and Loss report, kindly follow these steps:

  1. Open the Profit and Loss report, look for the Unapplied Cash Bill Payment Expense section.
  2. Take note of the vendor and amount for each bill payment, then select the total amount. 
  3. Go to the Plus icon, then select Pay bills.
  4. If you see bills matching the bill payments in the list, select the checkboxes next to them, then Save.
  5. If you don’t see a matching bill for one of your bill payments, create it by performing the steps below:
    • Go to the Plus icon, then select Bill.
    • Fill out the form with the same vendor, amount, and date as the bill payment.
    • Select Save.
  6. Repeat the steps for any bill payments left on the list.

Once done, run your Profit and Loss report again. Then check if the Unapplied Cash Bill Payment Expense was already removed.

To know more about Unapplied Cash Bill Payment and how to correct it on the report, you can check out these articles: 

That'll keep you going, poneill. Should you have further clarification about accounts in QuickBooks, let me know by leaving a comment below. I'm just around if you need help.

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