To do this task
Choose Vendors > Receive Items to open the Create Item Receipts window.
Click the Vendor drop-down arrow and click the vendor from whom you received the items.
(Optional) Enter a reference number to help you identify the item receipt later.
This field is optional. You can use it to record the bill,
statement, or invoice number.
Your entry in the Ref No. field appears in the accounts payable
register and in other windows to help you identify these item
receipts from others you may have received from the same
(Optional) Enter a memo.
For item receipts, QuickBooks automatically inserts the text
"Received items (bill to follow)" into the Memo
If you want, you can change this text and enter a memo of your
own using up to 4095 characters.
The beginning of the memo appears in your accounts payable
register and on reports that include this transaction.
Click the Items tab and enter the information about the items you're receiving.
Items vs. expenses
When you receive items without a bill, you need to create an
item receipt to adjust the quantity on hand in your inventory, and
if applicable, to count the items received against a purchase
order. So, you should use the
Items tab to detail the items
you have received.
If the packing slip contained other expenses you would normally
track through expense accounts, like sales tax or freight charges,
enter them on the Expenses tab.
(Optional) On either tab, you can use the Customer:Job column to
track items or charges for a specific customer or job. QuickBooks
automatically makes the item or expense reimbursable by the
customer unless you click the checkbox to clear it.
(Optional) You can use the Class column to assign an item or
expense amount to a class.
Save the item receipt.
What happens when I save an item receipt?
QuickBooks increases your accounts payable by the amount shown on the item
For each inventory item on the receipt, QuickBooks adjusts the quantity in
stock and recalculates the item's average cost.
Handle the bill when it comes
Enter the items you're receiving in the Items tab.
QuickBooks increases the quantity on hand for the items you received.
What's the accounting behind the scenes?