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About the Pay Bills window

This window displays a list of all the bills your company owes as of the date you entered in the Show bills Due on or before field.

For each bill, the list shows the amount due and the last date for receiving a discount for early payment (these dates appear in the Disc. Date column).

To select a bill to be paid

  1. Locate the bill in the list.

  2. Click in the left column so that a checkmark appears next to the bill.

To highlight a checkmarked bill to apply a discount or credit

  1. Click anywhere on the bill other than the checkmark.

To pay all the bills listed

  1. Click the Select All Bills button.

To change the amount you pay on a bill

  1. Locate the bill in the list.

  2. Edit the amount shown in the Amt. To Pay column.

To see all of your paid and unpaid bills

  1. Click the Vendor Center icon at the top of the QuickBooks window.

  2. Select the Transactions tab.

  3. Click Bills to see a list of all of your bills.

What happens after you record a bill payment?

If you paid by:

  • Check: QuickBooks prepares one check for each vendor and records the checks in the check register with BILLPMT in the Type field.

  • Credit card: QuickBooks records a charge for each vendor in your credit card register.

  • Cash: QuickBooks records a payment for each vendor in your cash account register.

  • Direct Deposit: QuickBooks prepares a direct deposit payment transaction for each vendor, queues it to be sent to the Direct Deposit service, and records a check in the check register with BILLPMT in the Type field.

  • Online banking payment: QuickBooks prepares one online banking payment instruction for each vendor and records the payments in the check register with BILLPMT in the Type field.

QuickBooks records the payment to each vendor in the accounts payable register. The amount you paid appears in the Payment column.

Select Bills to be Paid options

Show bills due on or before

When you change this date, you can control which bills QuickBooks shows in the list. This is helpful if the list doesn't show all the bills that you expected to see.

For example if the date in the field is May 1, any bills due after May 1 will not be listed. To list a bill due on May 5, you must enter May 5 (or a later date) in the field.

Note that your General preference settings determine the default date used for new transactions. You can choose to use today's date or the last date entered. QuickBooks sets the date for all new transactions in the general preferences window. To open this window, go to the Edit menu and click Preferences. In the preferences window, click General and choose one of the options under Default Date to Use for New Transactions.

Show all bills

Shows all outstanding bills, regardless of their due date.

A/P Account (appears only 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.

Filter Bills by

Filter Bills by topic

Sort Bills by

To change the order in which QuickBooks lists the bills, select one of the choices on the Sort Bills By drop-down list.

Due date

Lists the bills by their due date, oldest first.

Discount date

Resorts the list so that bills for which you'll receive an early payment discount appear first. The dates by which you must pay to receive a discount appear in the Disc. Date column.

Vendor

Lists the bills alphabetically by vendor.

Amount due

Lists the bills by amount due, largest first.

Discount and Credit Information for Highlighted Bill options

Vendor information

The information for the highlighted bill is based on information that you previously entered for the vendor or for that bill. The number of credits and total credits available changes based on the amount of credit that you apply to the bill.

The Suggested Discount reflects any discount you can apply based on the terms, the Discount Date, and any previously applied discounts for the highlighted bill.

Go To Bill

Displays the highlighted bill.

Set Discount

Set Discount topic

Set Credits

Displays the Discount and Credits window where you can apply credits to the highlighted bill. You can apply one or more credits, and you can specify amounts of a credit to apply.

Payment information

Payment Account

The accounts shown depend on the payment method you've chosen. For example, if you select "credit card" as your payment method, the payment account is automatically set to the credit card account. If appropriate (based on your payment method) you can choose the name of another account from which you want to make the payment.

When you choose the Payment Account, QuickBooks displays the Ending Balance. This number changes as you select each bill to pay, showing you the amount of money that is left in the account after paying the selected bill. If the amount of the next bill you want to pay is greater than this amount, you do not have enough money in the account to pay that bill.

Examples

To make a payment from your petty cash account, enter its name, click the Payment Method drop-down list, and then choose Check. Select the "Assign check no." checkbox so you can edit the check number and replace it with "Petty Cash."

To make a debit card payment, choose the account name, click the Payment Method drop-down list, and then choose Check. Select the "Assign check no." checkbox so you can edit the check number and replace it with EFT.

Payment Method

Choose from one of four payment methods:

Choose from one of four payment methods:

Check. Select this option to pay the bills from a checking account. Use this option also if you're paying the bill from your petty cash account or with a debit card. If you plan to print the checks from QuickBooks, select "To be printed." If you're not going to print the check (such as for a handwritten check or a debit or cash payment), select "Assign check no."

When you complete your payment information and click Pay Selected Bills, you are prompted to enter a date and a check number (or other information, such as EFT for a debit card payment) for the bills you've paid.

Credit Card. Select this option to pay the bills from a credit card account.

Direct Deposit. Select this option to pay the bills by direct deposit. This option takes the cash from the bank account you've set up for Direct Deposit service and transfers it to the vendors' bank accounts that you've specified in the vendors' records.

This option is only available when you have activated Direct Deposit to pay vendors.

Online Bank Pmt. Select this option if you want to pay bills by using online banking payments.

If you also select "Include reference no.," a check voucher is printed containing the text you entered in the Memo field of the check and a list of each bill paid with date, reference number, and amount.

You can send as many as 16 lines with 1,120 characters. The check is sent electronically and takes up to four business days to be delivered.

Payment Date

The date that QuickBooks prints on the checks (or enters on the credit card charges). QuickBooks automatically inserts today's date into this field for a check or credit card charge. For a direct deposit payment, QuickBooks inserts a date two banking days in the future, and for an online payment QuickBooks inserts the Delivery Date. To use a different date, enter that date in place of today's date. (For direct deposit payments, this date must be at least 2 but no more than 45 days in the future and must be a valid banking day.)

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

Opening general preferences

Exchange Rate

If you use multi-currency, this is the exchange rate for the supplier's currency to your company's home currency.

Amounts on the bill are shown in both the supplier's currency and your home currency.

Select All Bills/Clear Selections

This button switches between Select All Bills and Clear Selections.

  • Select All Bills: Selects all the bills listed in the window.

  • Clear Selections: Erases the checkmarks for all the bills you selected.

KB ID# H_BILLS_F1_PAYBILL
9/27/2016 11:54:20 AM
QYPPRDQBKSWS05 9138 Pro 2017 7621e3