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Enter a Bill if You Haven’t Recorded an Item Receipt in QuickBooks 2012

If you told QuickBooks 2012 during the setup process that you want to track unpaid bills, also known as accounts payable, you can enter bills as you receive them. As you do this, QuickBooks keeps track of the unpaid bills. To enter a bill, you follow one of two sequences of steps. If you’re entering a bill for which you haven’t previously recorded an item receipt, you follow these steps:

  1. Choose the Vendors→Enter Bills command.

    QuickBooks displays the Enter Bills window. You use this window to describe the bills that you later need to pay.

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  2. Use the Vendor drop-down list to identify the vendor.

  3. Use the Date, Amount Due, and Bill Due fields to describe the invoice date, the invoice due date, and the invoice amount.

    Optionally, use the Terms drop-down list to identify the payment terms and the Ref. No. box to identify the vendor’s reference number. Next, if you want to, go ahead and provide a memo description for the bill by using the Memo box.

  4. Identify the expenses billed.

    Use the Expenses tab of the Enter Bills window to identify the expenses that the bill represents. To identify expenses, you supply the account number that should be debited, the amount, and, optionally, the memo, customer:job, and class information.

  5. Identify the items billed in the Items tab.

    Use the Items tab of the Enter Bills window to describe any items for which the vendor bills you. For example, use the Item column to identify the thing that you purchased. Then use the Qty, Cost, and Amount columns to identify what the item cost. You can also use the Customer:Job column if you’re tracking bills by customers.

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