Enter a Bill for an Unrecorded Item Receipt in QuickBooks 2014

By Stephen L. Nelson

If you told QuickBooks 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.

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.


  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.

  4. (Optional) Use the Terms drop-down list to identify the payment terms and the Ref. No. box to identify the vendor’s reference number.

  5. (Optional) If you want to, enter a memo description for the bill in the Memo box.

  6. 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. The Expenses tab of the Write Checks window works the same way as the Expenses tab of the Enter Bills window.

  7. Identify the items billed on 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. If you have questions about how to work with the Items tab, be aware that the Items tab of the Enter Bills window works the same way that the Items tabs of other QuickBooks windows work.

    The buttons available in the Enter Bills window — Select PO, Receive All, Show PO, Clear Splits, Recalculate, and Clear — work the same way as the similarly titled command buttons scattered around the edges of the Create Item Receipts window.

  8. Click either the Save & Close or Save & New button to save the bill.