The Unapplied Cash Bill Payment Expense account cannot be deleted. This account is used in QBO to report the cash basis vendor check payments that you have created but not yet applied to a bill, or if you create a bill for a credit card account balance, which should not be done. Vendor bill payments should be applied to vendor bills.

QBO Defaults to Today’s Date When Creating Bills or Bill Payments

One of the most common causes of an Unapplied Cash Bill Payment Expense showing up on your Profit and Loss Report is entering a vendor bill date date that is later than the vendor payment date. The payment of a vendor bill payment date should always be later than the date of the vendor bill, and sometimes vendor bills payments need to be manually applied to a vendor bill.

Some businesses create check payments to vendors in QBO before they enter the vendor bill itself. They could be in a hurry to write a check for goods or services and decide to enter the bill later in the week. Since QBO defaults to today’s date when entering a vendor bill or vendor bill payment, this can cause an Unapplied Cash Bill Payment Expense to be recorded. To correct this, you will need to change the vendor bill date to a date earlier than the vendor bill payment.

The two main causes of Unapplied Cash Bill Payment Expenses are as follows:

  1. Vendor bill dates that are later than the vendor bill payment dates
  2. Vendor bill payments that are never applied to vendor bills
Unapplied Cash Bill Payment Expense
Regina Pitts
Regina PittsChief Financial Officer
Member of the QuickBooks ProAdvisor Program

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