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Enter a bill for items

Watch a 3-minute tutorial about entering bills

You can enter bills for your inventory and non-inventory parts, services, and fixed assets.

Important: This company file has Enhanced Inventory Receiving turned on. Entering a bill for items does not affect the inventory quantity on hand. You must enter an item receipt to receive the items. You can enter a bill for items before you receive them.

Note: You pay bills in the Pay Bills window.

To do this task

  1. Choose Vendors > Enter Bills.

  2. Click the Vendor drop-down arrow and select a vendor, or select >Add New< to enter a new vendor.

  3. If necessary, change the date of the bill.

    Entering the correct date makes it easier for you to track whether that bill has been paid and, if not, whether it's past due.

  4. (Optional) In the Address field, enter or edit the vendor address, if needed.

    Changes you make here automatically update that vendor's record.

  5. In the Amount Due field, enter the amount of the bill.

    What if an amount is already filled in?

  6. Complete the Ref. No, Terms, and Memo fields as necessary.

    What do I enter for the 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.

    What are terms?

    Topic goes here.

    Where does the Memo appear?

    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.

  7. Click the Items tab. You can edit items from your purchase order, enter new items, or both.

  8. To enter shipping charges or taxes not associated with an individual item, click the Expenses tab. In the detail area, enter each charge, and associate it with its correct expense account.

  9. Save the bill.

When you save the bill, it appears in the Unpaid Bills Detail report and the Transaction List by Vendor report.

See also

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