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What's important about the Enter Bills window

When you enter a bill here, it is displayed in the Accounts Payable register. QuickBooks tracks how much money you owe, but the money stays in your account until the bills are paid. View the Reminders window to see the list of bills that are due to be paid.

On the toolbar

Previous and Next

Previous and Next topic

Find

Opens a window that allows you to search for transactions related to the form you're using. For example, if you have an invoice open, clicking Find allows you to search for a particular invoice or invoices.

History

Lists the transactions that are related or "linked" to the transaction you have open.

On the form

Bill vs. Credit

Select Bill to indicate that you're entering a bill. Normally, this option is selected for you when you open the Enter Bills window.

Select Credit to enter a credit from the vendor—for example, if you returned merchandise that you purchased and received credit in exchange.

Bill Received

Bill Received topic

Vendor

Enter the name of the vendor from whom you made the purchase.

Existing vendors. If you already set up a record for the vendor, click the vendor from the drop-down list.

New vendors. Enter the vendor's name in the Vendor field and press the Tab key. In the Vendor Not Found dialog box, click Quick Add to add the vendor's name to the list, or click Set Up to add the vendor's name to the list and to also enter information not covered on the bill or item receipt form (such as address and phone number).

Address

Enter or edit the address of the vendor from whom you made the purchase. Edits to this field are saved as the vendor's Billed From Address.

Date

The date of the transaction. QuickBooks automatically inserts today's date. You can enter a different date if necessary. (Shortcuts for entering dates)

Your General preference settings determine the default date used for new transactions. You can choose to use today's date or to use the last date entered. To set this preference for all new transactions, open the general preferences.

Opening general preferences

Ref. No.

The reference number field is optional. You can use it to record the bill, statement, or invoice number.

It is helpful to enter a reference number because it appears in the accounts payable register and in other windows to help you distinguish this bill from others you may have received from the same vendor.

When you print a voucher check to pay this bill and enter the bill number in this field, your vendor can see which bills you're paying because the number in the Ref. No. field prints in the voucher area.

Amount Due or Credit Amount

For a bill, enter the total shown on the bill or packing slip here.

For a credit memo, enter the amount of the credit here.

Bill Due

QuickBooks uses your payment terms with the vendor to calculate this date. If you have no payment terms with the vendor, QuickBooks calculates the date by adding to the date of the bill the number of days allotted for payment of bills in the Bills Preferences window.

To change the date

Enter the new date in place of the date that QuickBooks entered.

Terms

Terms topic

Memo

The memo you enter appears in your accounts payable register and on reports that include the bill.

If you pay the bill by check and you did not enter an account number when you set up the vendor's record, QuickBooks puts the memo in the Memo field of the check. If you did enter an account number, the account number appears in the Memo field of the check.

You can enter as many as 4095 characters in the memo.

Expenses tab

Click this tab to enter details about expenses that you would normally track through expense accounts (one example is freight charges). When you click Expenses, these columns appear in the detail area:

Account

Choose the account that you use to track that type of expense.

Amount

If you're assigning only part of the bill amount to the expense, edit the amount that QuickBooks enters in the Amount column.

Memo

(Optional) Enter a note specific to this portion of the bill.

Customer:Job

If you plan to pass on the amount as a reimbursable expense to a customer, enter the customer in the Customer:Job column.

Billable

This column is empty if you have not entered anything in the Customer:Job column.

If this column shows a checkmark, it indicates that the expense is billable to the customer in the Customer:Job column.

If the expense is not billable to the customer, click the checkmark to clear it.

If the Billable column shows Item has been billed, this indicates that you've already billed the customer for that expense and saved the invoice.

Class

To assign the amount to one of your classes, enter the class in the Class column. (This column appears only if you selected the Use Class Tracking checkbox in the Accounting Preferences window.)

To insert or a delete a line in the Expenses tab, go to the Edit menu and then click Insert Line or Delete Line.

Items tab

Click this tab to enter details about the items you purchased. When you click Items, these columns appear in the detail area:

Item, Description, Qty, Cost, and Amount

Enter the name, quantity, and cost of each item. If you wrote a purchase order, click Select PO. Select the purchase orders that apply to this order and click OK. Then view the line items that QuickBooks adds to the detail area. If you didn't receive everything you ordered or if prices have changed, edit the amounts in the Qty and Cost columns.

If you did not write a purchase order, enter the item name, quantity, and cost of each item.

U/M

If unit of measure is turned on, the item's unit of measure appears in the U/M column.

If unit of measure is set to Multiple U/M Per Item, you can click the U/M drop-down arrow to convert or change the current unit of measure.

Customer:Job

If you plan to pass on the amount as a reimbursable expense to a customer, enter the customer in the Customer:Job column.

Billable

If this column shows a checkmark, it indicates that the item is billable to that customer. If so, leave the checkmark next to the customer's name as it is.

If the item is not billable to that customer, click the checkmark to remove it.

If the Billable column shows Item has been billed, this indicates that you've already billed the customer for that item and saved the invoice.

Class

To assign the amount to one of your classes, enter the class in the Class column. (This column appears only if you selected the Use Class Tracking checkbox in the Accounting Preferences window.)

To insert or a delete a line in the Items tab, go to the Edit menu and then click Insert Line or Delete Line.

Select POSelect POs & Item Receipts

Displays a window that lists all the open purchase orders and item receipts that your company has with the current vendor.

You can select the purchase orders and item receipts whose line items you want to appear in the detail area of the Items tab.

Clear Qtys / Receive All

This button toggles between Clear Qtys. and Receive All.

Use Clear Qtys. if you've received only a portion of the purchase order. Use Receive All if you received the entire order.

Clear Qtys. resets each quantity to zero, allowing you to enter the quantity you actually received for each item.

Receive All restores the original quantity number for each item. Click Receive All if you received the order in full.

Show PO

Displays the purchase order from which a line-item entry came.

Use this feature if you're receiving against several purchase orders at once and you need to know which line item entries came from which purchase orders.

Clear Splits

Removes all detail lines that you entered in the Expenses or the Items page.

Recalculate

Recalculates the amount of the bill or item receipt by adding the line-item amounts that you entered in the detail area and putting the result in the Amount Due field.

A/P Account (Appears when you have more than one A/P account)

If you have more than one accounts payable (A/P) account, choose the name of the account from which you want QuickBooks to open the bill, bill payment, or item receipt.

See also

KB ID# H_BILLS_F1_ENTER
9/25/2016 1:50:30 AM
QYPPRDQBKSWS08 9138 Pro 2017 545245