How to Enter a Bill in QuickBooks 2010

If you told QuickBooks during the setup process that you want to track unpaid bills, also known as accounts payable, you can enter bills when you receive them. While you do, QuickBooks keeps track of the unpaid bills.

If you haven’t previously recorded an item receipt in QuickBooks

If you’re entering a bill for which you haven’t previously recorded an item receipt, follow these steps:

  1. Choose Vendors→Enter Bills.

    image0.jpg

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

  2. From the Vendor drop-down list, identify the vendor.

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

  4. (Optional) Select the payment terms from the Terms drop-down list and enter the vendor's reference number in the Ref. No. text box.

  5. (Optional) Provide a memo description for the bill by using the Memo text box.

  6. Click the Expenses tab of the Enter Bills window and 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.

  7. Click the Items tab of the Enter Bills window and describe any items for which the vendor bills you.

    For example, in the Item column, 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.

If you have previously recorded an item receipt in QuickBooks

To enter a bill when you’ve already recorded the receipt of the item for which the bill invoices you, follow these steps:

  1. Choose Vendors→Enter Bill for Received Items.

    image1.jpg

    QuickBooks displays the Select Item Receipt window.

  2. To identify the item receipt for which you’re now recording a bill, select the vendor from the Vendor drop-down list.

    QuickBooks displays a list of item receipts for the vendor.

  3. Click the item receipt that corresponds to your bill, then click OK.

    image2.jpg

    QuickBooks displays the Enter Bills window for the item. QuickBooks fills out much of the Enter Bills window by using the information from the item receipt.

    You may be able to skip Steps 4 through 8 if your item receipt information correctly and completely fills the Enter Bills window.

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

  5. (Optional) Select the payment terms from the Terms drop-down list and enter the vendor's reference number in the Ref. No. text box.

  6. (Optional) Provide a memo description for the bill by using the Memo box.

  7. Click the Expenses tab of the Enter Bills window and 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.

  8. Click the Items tab of the Enter Bills window and 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.

  • Add a Comment
  • Print
  • Share
blog comments powered by Disqus
Advertisement

Inside Dummies.com