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How to Pay Bills in QuickBooks 2011

If you use QuickBooks to keep track of the bills that you owe, you don't use the Write Checks window to record the bills that you want to pay. Rather, 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.

Follow these steps to pay bills:

  1. Choose Vendors→Pay Bills.

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

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  2. Describe which bills you want to pay.

    Use the Show Bills radio buttons at the top of the Pay Bills window to identify what you want to see. To see a list of all the bills that you have to pay, select the Show All Bills radio button.

    You can use the Sort Bills By drop-down list to select the order that QuickBooks uses for listing your bills. For example, you can sort bills by due date, discount date, vendor, or amount due.

  3. Select the bills that you want to pay by clicking their check boxes.

  4. (Optional) Review a specific bill.

    You can review detailed information about a specific bill by first clicking the bill to highlight it and then clicking the Go To Bill button.

  5. Set the discount and credit.

    If you click the Set Discount button, QuickBooks displays the Discount tab of the Discount and Credits window. You can use the Discount tab to enter a discount amount for the bill.

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    If you 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.

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    When you complete your work with the Discount and Credits dialog box, click the Done button to close the dialog box and return to the Pay Bills window.

    Click the Clear button in the Discount and Credits dialog box to clear the applied credits shown on the Credits tab.

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

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

  7. Use the Payment Method drop-down list to select the payment method.

    If you want to pay your bills by check, for example, select Check. You can also pay bills by other methods, such as by credit card and by online payment.

  8. Use the Payment Date box to record the payment date that you want.

    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.

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

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

  10. Complete your task.

    You still need to print or hand-write checks and mail them or transmit any online payments. In other words, all QuickBooks does at this point is record in the QuickBooks data file the payment transactions.

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