Vendor Menu Commands in QuickBooks 2014

When you're working with accounts payable in QuickBooks 2014, you frequently will use several of the commands on the Vendor menu. Some of the commands aren't so popular, however, but you still need to be aware of their purpose.

Vendor Center

The Vendor Center window, displays a list of vendors and detailed vendor information for the selected vendor. To use it, select from the Active Vendors drop-down list the vendor for which you want to see detailed information. The Vendor Center shows a bunch of information for a vendor. All this information comes from the Vendor List, by the way.

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If you keep records of your vendors, including information such as their telephone numbers, just about the best place to store that information is the Vendor List. You have to maintain the Vendor List in order for QuickBooks to work.

Why not also go to a little bit of extra effort and keep all your vendor information there? If you adopt this approach, the Vendor Center window is the window that you can use to quickly look up things such as the vendor’s phone or fax number.

Sales Tax menu commands

The Sales Tax command displays a submenu of commands that pay sales tax amounts you’ve collected to the appropriate tax agency; adjust the sales tax liability due; and produce reports on the sales tax liability you owe, the sales tax revenue you’ve generated, and the sales tax codes you’ve set up.

You need to tell QuickBooks that you collect sales tax in order to see this menu. You may tell QuickBooks that you collect sales tax during the QuickBooks setup process. You can also use the Edit→Preference command’s Sales Tax preference settings for the company.

To pay the sales taxes you owe, simply choose the Vendors→Sales Tax→Pay Sales Tax command. When QuickBooks displays the Pay Sales Tax dialog box (which lists the amounts you owe various sales tax collection agencies), you select the agencies you want to pay or click the Pay All Tax button. QuickBooks records checks in the bank account register, and you print the checks in the usual way.

To adjust the amount that QuickBooks thinks you owe a sales tax collection agency, you can choose the Vendors→Sales Tax→Adjust Sales Tax Due command. When QuickBooks displays the Sales Tax Adjustment dialog box, select a sales tax agency in the Sales Tax Vendor box and an appropriate expense or income account in the Adjustment Account box.

Next, you select the appropriate button (Increase Sales Tax By or Decrease Sales Tax By) and enter the adjustment amount in the Amount box.

To print one of the sales tax reports, simply select the command that corresponds with the report. For example, to print the Sales Tax Liability report, choose the Vendors→Sales Tax→Sales Tax Liability command.

The Manage Sales Tax command displays a window with buttons and clickable hyperlinks that you can use to get sales tax information and perform some of the tasks described in the preceding paragraphs.

Inventory Activities menu commands

The Inventory Activities command displays a submenu of commands that you use to work with QuickBooks inventory features and with the related Item list.

Print/E-file 1099s

The Print/E-file 1099s command displays a submenu of commands that let you print 1099-MISC forms for a selected calendar year. You can see which vendors you probably need to print 1099s for, for example, by choosing the Print/E-file 1099s→Review 1099 Vendors command. (When you choose this command, QuickBooks displays the Vendor 1099 Review report, which lists vendors and indicates the vendors that are, per your descriptions, eligible for a 1099.)

The reporting threshold may change in the future due to inflation, but the general rule is that if you operate a business or own rental property, you need to send a 1099-MISC to pretty much any unincorporated vendor you pay $600 or more during the year for services.

And before you decide not to follow this rule, you should know something else: Your business tax return actually needs to disclose whether you followed this rule. Yikes.

You can use the Print/E-file 1099s→1099 Wizard command to start an online wizard that helps you identify the vendors that require 1099s and then prepare to print or e-file those 1099s.

Finally, you can choose the Print/E-file 1099s menu’s 1099 Summary Report and 1099 Detail Report commands to produce reports you can use to identify which vendors need 1099s and what detailed information goes in those 1099s.

Item List

The Vendors→Item List command displays the Item List window.

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