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What's important about the Accounts payable register window

This window lists the account's transactions (such as bills, payments to vendors, and credits from vendors), which you can sort in several ways.

On the toolbar

Go To

Jumps to the next transaction containing a particular payee, amount, memo, or transaction number. Go To searches only in the current register. Use Find if you want to search across accounts.

The Go To option may or may not appear, based upon how you accessed the window. If it does not appear, use Find.

Print

Prints the register.

When you print, you can enter a date range to print just a section of the register. You can also include split detail for each transaction.

Edit Transaction

Displays the current transaction in a more detailed data-entry form. Click this button when you want to see the original transaction or make changes that you can't enter directly in the register.

QuickReport

Creates a report that lists all transactions related to the name in the current transaction. For example, a QuickReport for a vendor lists bills (and credits) from the vendor, as well as payments you made to the vendor.

On the register form

Account

The name of an account. If the transaction originated in this register, the account is the account to which you distributed the funds (if you distributed to more than one account, the word "Split" appears in place of an account name). If the transaction originated in another register, the account is the account for that register.

For bills: Click the account you use to track that kind of expenditure from the drop-down list. Typically, you would choose one of your expense accounts.

To enter a split: Click Splits. When you enter a split, you can distribute the amount of the transaction to more than one account. You can assign each split amount to a specific customer or job if you track job-related expenses or charge costs back to your customers. You can also assign classes to the amounts to give yourself another way to track the costs on your reports.

From a register, you can enter splits only for expenses on checks, bills, or credit card charges. To enter split detail for items—or for other kinds of transactions such as bill payments—click Edit Transaction to display the transaction in its original form.

Billed

The amount of the bill. Amounts in this column of the register increase the balance of the account.

Date

The transaction date. Click the calendar icon, type the numeric date, or use these shortcut keys to enter or change the date:

Press

To change the date to

+

Next day

-

Previous day

w (for week)

1st day of the current week, then the 1st day of previous weeks

k (for week)

Last day of the current week, then the last day of subsequent weeks

m (for month)

1st day of the current month, then the 1st day of previous months

h (for month)

Last day of the current month, then the last day of subsequent months

y (for year)

1st day of the current year, then the 1st day of previous years

r (for year)

Last day of the current year, then the last day of subsequent years

t (for today)

Today's date

Due Date

The due date of the bill. QuickBooks calculates the due date and enters it for you. To calculate the date, QuickBooks uses the number of days specified for the "Bills are due __ days after receipt" preference in the Bills Preferences window.

Example: If the "Bills are due __ days after receipt" preference is set to 10 days and the date of the bill is April 1st, QuickBooks enters April 10th as the due date.

When you pay the bill: QuickBooks replaces the due date with the word "Paid." When you scroll the register, you can see at a glance which bills you've paid and which bills you haven't.

Memo

A short note about the transaction. The memo appears on all reports that include the transaction. For checks, the memo also appears near the bottom of the check.

Number

The number of the transaction. This field is optional.

Paid

The amount of the vendor credit or bill payment. Amounts in this column of the register decrease the amount of the account.

Type

A code that identifies the type of transaction (bill, vendor credit, and so on). You cannot enter transaction type codes yourself. If you are entering a new transaction, QuickBooks determines the appropriate code and enters it as follows:

This code

Appears when you enter

BILL

Bills from vendors. A bill increases the balance of the account.

BILLCRED

Credits from vendors. A credit decreases the balance of the account.

You'll also see codes for other types of transactions—for example, BILLPMT for bill payments. QuickBooks adds these transactions to the register when you record them by filling out the appropriate form.

Vendor

The name of the vendor.

To enter the name: Click the drop-down list and choose the vendor. If the name is not on the list, enter the name in the Vendor field and press Tab. When QuickBooks informs you that the vendor is not on your Vendor list, click one of these buttons:

Click

To do this

Quick Add

Add only the vendor's name to your QuickBooks records.

Set Up

Add additional information about the vendor (address, phone number, and so on) to your QuickBooks records.

Below the register form

Balance/Ending balance

This column shows a running balance for the account. QuickBooks automatically fills in this field when you enter a new transaction or change the amount of an existing transaction.

Record

Saves the information in the current transaction.

Restore

Cancels changes you've made to the current transaction if you made a mistake and want to start over.

Show open balance

Changes the Billed column so that it shows only the amount you still owe for each bill, and the unused amount for each credit. Normally, the column shows the full amount of each bill.

For example, if you have paid $200 of a bill for $500, the amount shown in the Billed column would change to $300, the amount you still owe on the bill.

Sort by

Sorts the transactions in the register, using the order you choose from the drop-down list.

Initially, registers sort transactions first by date, then by transaction type, and finally by transaction number. This means that for each date, all transactions of the same type (checks, for example) are grouped together. If you typically enter more than one type of transaction (say checks and deposits) on given day, this type of sorting most likely won't list the transactions in the order that you entered them.

Tips

  • To list transactions in the exact order that you entered them, select Order Entered.

  • To list all transactions that you've reconciled with your bank statement first, select Cleared Status.

Splits

Spreads the total amount of the transaction between two or more accounts. You can assign each split amount to a specific customer or job if you track job-related expenses or charge costs back to your customers. You can also assign classes to the amounts to give yourself another way to track the costs on your reports.

From a register, you can enter splits only for expenses on checks, bills, or credit card charges. To enter split detail for items—or for other kinds of transactions such as customer payments, bill payments, deposits, paychecks, and so on—click Edit Transaction to display the transaction in more detail.

1-Line

Displays each transaction on one line in the register. Select this checkbox when you want the register window to display more transactions (it will show twice as many as before).

See also

KB ID# H_REG_AP_F1
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