Enter a Bill if You Have Recorded an Item Receipt in QuickBooks 2012

By Stephen L. Nelson

To enter a bill in QuickBooks 2012 when you’ve already recorded the receipt of the item for which the bill invoices you, follow these steps:

  1. Choose the Vendors→Enter Bill for Received Items command.

    QuickBooks displays the Select Item Receipt dialog box.


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

    Then, when QuickBooks displays a list of item receipts for the vendor, click the item receipt that corresponds to your bill. Next, click OK. 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 3, 4, and 5 if your item receipt information correctly and completely fills the Enter Bills window.

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

    Optionally, use the Terms drop-down list to identify the payment terms and the Ref. No. box to identify the vendor’s reference number. Next, if you want to, go ahead and provide a memo description for the bill by using the Memo box.

  4. 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.

  5. 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. Be aware that the Items tab of the Enter Bills window works in the same way that Items tabs of other QuickBooks windows work.