You can enter bills and vendor credits directly in your accounts payable
(A/P) register instead of using the Enter Bills window to create the
Why use the register?
There are several reasons why you might prefer to work directly in a bank
Speed: You can work more quickly in a register than you can
if you fill out a separate check or deposit for each transaction. This is
especially true if your checks have relatively few distribution lines and you
do not need to track the costs of specific items.
You see the entire record of the account: When you're
filling out a form such as the Write Checks window, the only transaction you
see is the one you're entering. In contrast, a register shows you all the
transactions in the account to date.
To do this task
Open the register for your A/P account.
There are two ways to open a register:
To open a register from the chart of accounts, go to the Lists menu and click Chart
of Accounts. Double-click the name of the account.
Note: If the account is an income or expense account, a
QuickReport appears instead of a register. Income and expense accounts do not
have registers in QuickBooks.
To open the register for an individual customer or job,
click Customer Center and click the Customers & Jobs tab. Right-click the customer or job and choose Use Register.
How do customer
Click in the blank entry at the end of the register.
Enter the date, transaction number, and vendor in these fields:
The transaction date. Click the calendar icon, type the numeric date, or use
these shortcut keys to enter or change the date:
To change the date to
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)
The number of the transaction. This field is optional.
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:
To do this
Add only the vendor's name to your QuickBooks records.
Add additional information about the vendor (address, phone number, and so on) to
your QuickBooks records.
(Optional) Change the date that QuickBooks fills in the Due Date field.
How QuickBooks determines the due date
If you entered payment terms on the vendor's record, QuickBooks uses the
payment terms to determine the due date. For example, if the terms are Net 30
(which means, "balance due in 30 days") and the date of the bill is
January 1, QuickBooks enters the due date as January 31.
If you did not specify payment terms for the vendor, QuickBooks calculates
the due date by using the "Bills are due __ days after receipt"
preference in the Bills Preferences window. For example if
the preference is set to 10 days and the date of the bill is April 1,
QuickBooks enters April 10 as the due date.
How to set up payment terms
How do payment terms work in QuickBooks?
Payment terms indicate when you expect to receive payment from a customer or
when your vendors expect payment from you. For example, if you expect payment
from a customer within 30 days and you give a discount of 2% if payment is
received in 10 days, the terms are 2% 10 Net 30.
QuickBooks supplies a list of often-used payment terms on the Terms list.
You can easily add new terms to the list. Because QuickBooks uses terms in both
accounts payable and
accounts receivable, you need only add a
set of terms once to the list.
To apply terms to a transaction, select the terms you want from the Terms
list when you are creating an invoice or entering a bill.
Go to the Lists menu, choose Customer & Vendor Profile Lists,
and then click Terms List.
Click Terms at the bottom of the list and click New.
In the Terms field, enter a word or phrase that will help you
recognize the terms when you use the Terms list (what you enter
here appears on the list).
Indicate the type of terms that you want to use.
Standard vs. date-driven payment terms
Your invoices are due within 25 days of receipt, and you give your customers
a 1% discount if they pay within 10 days. These are standard terms,
because payment is due within a specific number of days from the invoice
In the New Terms window, click Standard and enter 1% 10
Your invoices are due on the 25th day of the month, and you give your
customers a 1% discount if they pay within 10 days.
To let QuickBooks know that "25" means the "25th day of the
month" and not "25 days after the invoice date," click Date
Driven in the New Terms window and enter 1% 10 Net 25.
Fill in the fields.
For standard terms, enter the number of days in which payments from
customers or bills to vendors are due.
For date-driven terms, enter the day of the month by which payment is
Due the next month if
Used for date-driven terms only, to handle cases in which invoices or bills
are issued just prior to the due date.
If the invoice or bill is issued within the number of days you enter,
payment is not due until the following month.
Enter the discount percentage a customer earns for early payment of an
invoice or that your business earns for early payment of a bill. If there is a
discount, also complete the next field
("Discount if paid").
If there is no discount, enter zero.
Enter the number of days within which a customer or your business can pay
and receive a discount for early payment. Be sure to enter the discount
percentage in the previous field ("Discount percentage").
Record the payment terms.
Click Next to record and enter another.
Click OK to record but close the window.
Associate terms with a
Associate terms with a
Enter the amount of the bill or credit:
For bills: Enter the amount in the Billed field.
For credits: Enter the amount in the Paid field.
(Bills only) Enter the name of the account you use to track this type of
If you are distributing the entire bill to one account and
you don't need to assign the amount to a customer, job, or class, choose
the account from the drop-down list.
How to enter split detail
When you enter a transaction in a register, you can "split" the transaction across different accounts, customers, jobs, or classes, so that you can keep track of where your money goes more accurately. For example, if you write a check to a vendor for materials for two different jobs, you can allocate the correct amount from the check to each job.
Important: From a register, you cannot view or enter a split transaction that includes items.
If you want a different date from today's, click in the Date field and choose the correct date.
Click in the Number or Ref field and review the number that prefills for you. Change the number if you want the transaction to have a different one.
To mark the check as "To be Printed", enter T in the Number or Ref field.
"To print" appears in place of the check number. (The check number
reappears after you print the check.)
Enter the payee, vendor, or other name.
In the Payment field, enter the total amount of the transaction.
If you don't know the total, leave the Amount field
blank. QuickBooks totals the amount as you fill in the splits and displays it
in the Payment field.
Click the Splits button on the left side of the register, at the bottom.
The splits area opens.
In the Account field, enter an account.
In the Amount field, enter the amount to be assigned to this account.
QuickBooks subtracts the amount entered from the total amount and displays
the remainder on the next free line of the Splits window. If you left the
transaction amount blank, QuickBooks adds the split amount to the transaction
(Optional) In the Memo field, enter a note about the split amount.
In the Customer:Job field, enter the name of a customer or job.
If this expense should not be passed along to the customer,
click in the Billable? column to clear the checkbox.
If you are using classes to track additional information, enter a Class.
Repeat steps 8 through 13 as needed.
Click Record to record the transaction.
(Optional) In the Memo field, enter a note about the transaction.
The memo appears on all reports that include the transaction.
If you sort the register by date and you dated your transaction earlier than
today, the transaction may disappear from view after moving to its correct
chronological position in the register.