how do i remove a zero balance supplier from an A/P Ageing Summary

Lea Halton

I am running an AP Ageing Summary and a supplier from years ago is showing on the report with a zero balance - how do I remove them from this report?

Sandra Way

Lea, if the account has a zero balance, archive the AP account, is my suggestion.

Acctd4

Hi Lea

 

That sounds like a Bill payment may have been entered under the Supplier but not actually allocated to the corresponding Bill(s) 

Double-click on the $ 0.00 in the Total column & check/allocate each bill payment.

That should remove them from the report.

 

 

Shaz Hughes Dip(Fin) ACQ NSW, MICB

Reckon Accredited Professional Partner Bookkeeper / Registered BAS Agent (No: 92314 015)

Accounted 4 Bookkeeping Services

Ballajura, WA

0422 886 003

shazinoz2@bigpond.com

www.accounted4bs.com

Lea Halton

Thanks Shaz

Not sure I understand - when i click on the supplier it shows all the invoices we've received from them, the invoice amount & the open balance amounts (which are all zero) - not sure what to look for to allocate payments if all are showing as zero?

Acctd4

Apologies … I meant on the A/P Ageing Summary report itself on-screen.

It definitely sounds like a payment hasn’t been applied.  It may be from a long time ago rather than recent.

Check the entire history of the Supplier’s transactions in your Supplier List & look for an amount in the Open Balance column in the transactions list there (as I said, it may be from a long while back)

 

If that doesn’t remove them from the report, you can “modify” the report to only show amounts over a certain $ value:

 

• (With the report open) Click on Modify Report (top left above report)
• Click on the Filters tab & select the Amount Filter from the list
• Select the”>” & type 0.01 in the box then click on OK

 

 

Shaz Hughes Dip(Fin) ACQ NSW, MICB

Reckon Accredited Professional Partner Bookkeeper / Registered BAS Agent (No: 92314 015)

Accounted 4 Bookkeeping Services

Ballajura, WA

0422 886 003

shazinoz2@bigpond.com

www.accounted4bs.com

Lea Halton

so there is an old general journal entry in there but an amount goes in & out again zeroing the account
other than that if I try to use the filter you suggest it takes all suppliers out of the report rather than the one I'm trying to remove

Acctd4

This filter shows all amounts OVER $ 0.01. 

Are you sure you’ve not selected the “<” symbol ? (This will show all amounts UNDER $ 0.01 which will therefore remove all of them!)

 

If the Journal Entry is posting to A/P, this is likely the cause.

If you go into Pay Bills & select one of this Supplier’s Bills (you may need to create one just to check – you can delete it again after), does it show the same amount of Credit available as the JE?

Depending how much it is (& if there’s any GST involved) it might be worth creating a matching bill (same date & amount) for this just so you can allocate it to clear it.

NOTE: If you report GST on a Cash basis, this will affect the BAS for that period as Credits are only recognised/reported on a Cash basis when allocated!    

 

Shaz Hughes Dip(Fin) ACQ NSW, MICB

Reckon Accredited Professional Partner Bookkeeper / Registered BAS Agent (No: 92314 015)

Accounted 4 Bookkeeping Services

Ballajura, WA

0422 886 003

shazinoz2@bigpond.com

www.accounted4bs.com

Lea Halton

Thanks so much for your help - the filter still didn't work for this but I entered a bill & then a credit & applied them against each other & that worked & now does not show in my AP Report