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.
Previous and Next
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.
Lists the transactions that are related or "linked" to the
transaction you have open.
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.
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).
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.
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.
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
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.
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
Enter the new date in place of the date that QuickBooks
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
You can enter as many as 4095 characters in the memo.
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:
Choose the account that you use to track that type of expense.
If you're assigning only part of the bill amount to the expense, edit
the amount that QuickBooks enters in the Amount column.
(Optional) Enter a note specific to this portion of the bill.
If you plan to pass on the amount as a reimbursable expense to a customer,
enter the customer in the Customer:Job column.
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 ,
this indicates that you've already billed the customer for that expense and saved the invoice.
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.
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
If you did not write a purchase order, enter the item name, quantity, and
cost of each item.
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.
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 ,
this indicates that you've already billed the customer for that item and saved the invoice.
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.
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
Removes all detail lines that you entered in the Expenses or the Items
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
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.
Saving a transaction
Undoing your changes
Finding a transaction