Cash Basis Issues With QuickBooks:
Accounts Payable and Accounts Receivable Balances
Many companies keep their books in the accrual basis in QuickBooks, and when it comes down tax time for you to submit their business records for their outside certified public accountant, they modify their QuickBooks balance sheet, profit and loss statement, and trial balance by selecting the cash basis of accounting feature inherent into the software's reporting. We have received a number of questions from business owners and their accountants, along with from public accountants, as to why balances appear in accounts receivable and accounts payable regarding the companies' cash basis financial reports.
The answer is surprising since it is simple: because QuickBooks is restricted with its design and structure. Period. For 2 hundred bucks, some business people and accountants expect this software to jump through circles and hoops in Olympic precision, performing along with those created for specialized industries and incredibly large organizations; however, despite the fact that QuickBooks offers much value as an item particularly for its price, it cannot do everything, and precisely what it could do, it does not do flawlessly. Cash basis reporting of accounts receivable and accounts payable is a great exemplory instance of its limitations.
Balances occur largely in accounts receivable cash basis QuickBooks reports for just two reasons:
Postings to balance sheet accounts;
Receipts unapplied to invoices.
Similarly, balances occur largely in accounts payable cash basis QuickBooks reports for two reasons:
Postings to balance sheet accounts;
Checks written against accounts payable rather than applied to bills.
In converting accrual basis reports to those of cash basis, QuickBooks eliminates practically all open revenue and expense accruals to accounts payable and accounts receivable, respectively; however, correctly adjusting the applicable accounts for balance sheet accounts is beyond its limited software intellect, while failing woefully to apply receipts to sales invoices and look payments to bills is due to an individual's limited intellect in making use of QuickBooks correctly.
To get rid of these unaccountable balances from cash basis financial reports in QuickBooks, you must first locate most of the entries accounting for them. The procedure is quite simple:
Double click on the balance of accounts payable or accounts receivable within the cash basis balance sheet;
Upon the look of the "Transactions by Account" report, click "Modify Report";
Delete the date appearing into the "From" field regarding the Display tab;
Click the "Advanced" oblong button located on the lower right associated with Display tab;
On Advanced Options, select "Report Date" followed by "OK";
Choose the Filters tab, scroll down "Choose Filter" and click "Paid Status";
To its immediate right, under Paid Status, choose "Open" after which "OK".
If done correctly, your "Transactions by Account" report should show just all of the individual transactions comprising the cash basis balance in accounts receivable or accounts payable.
Easily you can view when you look at the above report that the $500.00 payment to CL&P had not been placed on the balance that were entered in QuickBooks under "Enter Bill". The QuickBooks user simply wrote a check in QuickBooks under "Write Checks", posting it to accounts payable without using the payment to the open invoice. Since the payment has not been applied, both the balance and check stay static in QuickBooks awaiting further instructions through the user. To get rid of these two transactions through the accounts payable account, simply execute the following steps:
Double click on the utilities bill, which calls up the screen "Select Bills to be Paid";
Check out the open bill;
Select "Set Credits" to make use of the $500.00 credit awaiting to be used to a bill;
Click "Done" from the subsequently appearing "Discounts and Credits" screen;
Select "Pay Selected Bills" in the "Select Bills to be Paid" screen;
Click "Done" on "Payment Summary".
The 2 transactions are now gone from accounts payable on our cash basis "Transactions by Account" report.
One other transaction appearing in accounts payable regarding the cash basis involves the $5,000.00 posting to your balance sheet account, construction in progress. This isn't because of any error or limited intellect regarding the part of the user; rather, it is as a result of a quirk or limited intellect of the QuickBooks software. Considering that the entry is always to a balance sheet account, frankly QuickBooks does not know very well what to do with it. If it were to a free account appearing in the Profit and Loss Statement, it could simply exclude it from the cash basis balance sheet; however, a balance sheet account of a preexisting asset, such as for example construction in process, normally belongs on the balance sheet. When this kind of balance sheet account appears in your hard earned money basis accounts payable, a simple quick solution to print cash basis reports so that you can submit them to your tax advisor involves listed here steps:
Double click the transaction into the "Transactions by Account" report;
Change the date regarding the bill to your day after the report date of one's balance sheet report;
Select "Save and Close" from the "Enter Bills" screen.
The total amount sheet on the cash basis will no longer show that transaction under accounts payable, and now your accounts payable will show no balance regarding the balance sheet. Once you print your desired financial reports in the cash basis, you would then locate the altered bill and re-date it correctly.
If that $5,000.00 entry had involved Inventory, the fix just isn't so quick as that presented above. I suggest creating a journal entry dated at the time of the end of the time, debiting accounts payable and crediting price of goods sold or an inventory variance account, but making certain that the accounts payable credit entry does not appear on the very first type of the journal entry; use a fictitious vendor name such as for example Cash Basis Adjustment, etc. Print your cash basis reports and then delete the journal entry.
Some choose to memorize the original entry as recorded within the "Transaction Journal", delete it, print the bucks basis reports, and then recall and re-enter the memorized entry. Before deleting any original journal entries, it is recommended always to back up your QuickBooks file to be able to restore it in the event that you forget or lose the first entries.
QuickBooks is a good program for the money. However, this has its share of limitations. Converting from accrual to cash basis accounting has wreaked havoc with accountants, expending hours attempting to eliminate balances in accounts receivable and accounts payable on financial reports modified to be presented from the cash basis of accounting. Posting to balance sheet accounts and failing woefully to apply payments to invoices are two of this most encountered reasons for these balances in accounts receivable and accounts payable on cash basis statements. Before undertaking any of these fixes in your QuickBooks file, always make a backup of the data before proceeding.
This short article is given to informational purposes and is not designed to be construed as legal, accounting, or other professional advice. For more information, please consult appropriate expert advice from your attorney and certified public accountant.