Fix broken links between Quickbooks Transactions

QuickBooks uses links to calculate A/R and A/P reports and cash basis reports based on the transactions made. For example, if an Invoice is linked to a Payment, then QuickBooks will understand that it should not be included in the A/R reports, but it needs to be taken into account in the profit and loss statement. If you face an issue with a broken link your report would most probably be incorrect.

If you press F2 in the data file, you will see the “Product Information Window” where the number of links in your company is presented. You can see the total number of links on the left corner along with the information about the size of your file, the number of transactions, and the number of targets.

Here is the list of links that you mostly need to pay attention to (the ones that are the most “trouble makers”): Bills, Bill Credits and Bill Payment Checks and those between Invoices, Credit Memos, Customer Payments and Deposits. You need to be attentive also to the links that deal with Credit Card Charges and Journal Entries. Links to non-posting transactions (Purchase Orders, Sales Orders, Estimates and Pending Invoices) are usually less important.

Remember: You need to back up your data file, before starting implementation of any procedures mentioned below .

Start with creation of links between the transactions.

In many cases, the solution to your problem is very easy - simply delete and recreate the link between the two transactions. Before you create a link, use Ctrl+H to check for existing links.

1. Repair a link between a Bill and a Bill Payment Check.

  1. Open the “Bill Payment Check” from a “Vendor Report” or from the “Vendor Center”.
  2. Record the amount of the “Bill Payment Check”, as it may change when you check the Bill.
  3. The open (unpaid) “Bill” should appear on the stub of the “Bill Payment Check” with a checkmark in the first column.
  4. Remove the checkmark and click “Save & Close”.
  5. Reopen the the “Bill Payment Check”, and check the “Bill”.
  6. Make sure that the amount of the “Bill Payment Check” is correct.
  7. Click “Save & Close”.

2. Repair a link between a Bill and a Bill Credit.

  1. If you want to repair this type of link the only solution is to delete and reenter either the “Bill” or the “Bill Credit”.

3. Repair a link between an Invoice and a Payment.

  1. Create a dummy customer (a testing customer that you will not use in any other transaction)
  2. Reassign the Credit Memo, Payment and Invoice to the dummy customer.
  3. Save each transaction.
  4. Recall each transaction and change the customer back to the correct name.
  5. Reapply the credit amounts.
  6. Use a temporary Accounts Receivable account instead of a dummy Customer.

4. Repair a link between a Payment and a Deposit.

  1. Open the “Deposit” from a “Report” or from the “Bank Register”.
  2. “Record” or “Print” the “Deposit details” , because they will change.
  3. Highlight the “Payment” .
  4. Press “Ctrl + Del” in orderto remove the “Payment” line.
  5. Click “Save & Close” to save the modified Deposit.
  6. Note: You can edit the Payment as needed while it is not on the “Deposit”.
  7. Open the “Deposit” from a “Report” or from the “Bank Register”.
  8. Click the “Payments” icon (it is at the top of the “Deposit”).
  9. Check the “Payment” to add it back to the “Deposit” and click “OK”.
  10. Make sure that the “Deposit” details are the same as before.
  11. Click “Save & Close” to save the “Deposit”.

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