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How to Pay a Bill with QuickBooks 2010

If you use QuickBooks 2010 to keep track of the bills that you owe, you tell QuickBooks to display a list of these unpaid bills that you’ve already recorded — and then you pick and choose which bills QuickBooks should pay and the bank account from which QuickBooks should write the check.

1

Choose Vendors→Pay Bills.

QuickBooks displays the Pay Bills window. You use the Pay Bills window to describe the payment that you want to make.

2

Select a Show Bills radio button at the top of the window to identify what you want to see.

If you select the Due On or Before radio button, enter a date in the text box to show only those bills that are due on or before that date. To see a list of all the bills that you have to pay, select the Show All Bills radio button.

3

(Optional) Select the order that QuickBooks uses for listing your bills from the Sort Bills By drop-down list.

For example, you can sort bills by due date, discount date, vendor, and amount due.

4

Select the bills that you want to pay by clicking the check column.

The check column is the leftmost column in the list of unpaid bills — it’s headed by a check mark. To deselect a bill, click the check column again. QuickBooks removes the check mark.

5

(Optional) Review a specific bill by clicking the bill in the list and then clicking the Go to Bill button.

QuickBooks displays the Enter Bills window with the bill information. To close the Enter Bills window, click the Close button.

6

Click the Set Discount button if the bill includes a discount.

QuickBooks displays the Discount and Credits window with the Discount tab open.

7

Enter a discount amount for the bill.

You also enter the discount account, which gets credited for the reduction.

8

If you want to apply a credit to the bill, click the Set Credits button.

QuickBooks displays the Credits tab of the Discount and Credits dialog box. The Credit tab lists any credit memos from this vendor.

9

To apply a credit memo to the amount due a vendor, click the Set Credits button.

QuickBooks marks applied credits by placing a check mark in the marked column.

10

When you complete your work with the Discounts and Credits dialog box, click the Done button.

The dialog box closes, and you return to the Pay Bills window.

11

From the Payment Account drop-down list, select the bank account to be used for making payments.

The ending balance for the bank account appears below the Payment Account drop-down list.

12

From the Payment Method drop-down list, select the payment method.

If you want to pay your bills by check, for example, select Check. Assuming that you’ll print the checks in QuickBooks, select the To Be Printed radio button (otherwise, select the Assign Check No. radio button to have QuickBooks assign the next consecutive check number). You can also pay bills by other methods, such as by credit card and by online payment (if you’re set up for online payment or online banking).

13

Select the payment date that you want from the Payment Date drop-down list.

The payment date entry interacts with the payment method entry. The payment date that you set, for example, affects when an online payment gets made.

14

After you select the bills that you want to pay and describe how you want to pay them, click Pay Selected Bills to pay the selected bills.

QuickBooks records the payment transactions in the bank account to pay the selected bills, and the Pay Bills window closes.

You still need to print any unprinted checks necessary to pay bills if you're using checks to pay the bills. You also need to transmit any online payment instructions necessary to pay the bills if that’s how you’ve chosen to pay the bills. If you’re going to hand-write checks, you obviously need to hand-write the checks and then mail them out.

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