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Pay a vendor online using the Write Checks window

After you have added the online vendor payment service to an account, you can use the Write Checks window to pay a vendor online.

Important: If you are paying a bill you have already entered into QuickBooks, create the online payment from the Pay Bills window instead. Otherwise, QuickBooks will not mark the bill as paid.

Creating the payment

To do this task

  1. Make sure that the vendor to pay is set up as an online payee.

  2. Go to the Banking menu and click Write Checks. Open the Write Checks window

  3. Click the Bank Account drop-down arrow and then click the checking account with the online vendor payment service.

  4. Click the Online Payment checkbox to select it.

  5. Click the Pay to the Order of drop-down arrow and choose the vendor to pay.

  6. Click the Delivery Date field and enter the date you want the check to be delivered or processed.


    QuickBooks calculates the appropriate lead time for this vendor and enters the correct date.

  7. Enter the amount of the check in the $ field.

  8. (Optional) Click the Transmit Memo checkbox to select it, then click in the memo field and enter a note to your payee.

    If you select Memo, a check voucher is printed with the information in the Transmit Memo field. The memo can include any information you want to give to the payee in addition to the account number, such as an invoice number. It can be up to 16 lines or 1120 characters.

    The check is not sent electronically and takes four business days to be delivered.

    You can see the information included on the online vendor payment check voucher by printing a copy of the check.

    Note: If you enter a memo, the payment will not be sent electronically. The payment processor will print and mail a check to the payee instead.

  9. (If you need to edit items displayed from a purchase order) Click the Items tab, then in the detail area, enter the purchased item and associate it with the appropriate customer job.

    What if the item I'm purchasing is a fixed asset?

    1. In the Items column, choose and fill out the information.

      Important: Do not select a similar item and edit it. Each fixed asset must be unique so you can track it for tax purposes.

    2. Repeat these steps to enter more fixed asset items.

  10. (If you need to enter new items) Click the Items tab, then in the detail area, enter the new items.

    1. In the Items column, choose the appropriate item from the drop-down list.

      You can also enter the item name directly into the Item column. If the item is not on your list, QuickBooks asks you to set it up.

    2. In the Qty column, enter the quantity.

    3. (If unit of measure is turned on and set to Multiple U/M Per Item) Do one of the following:

      • Leave the default unit of measure.

      • Click the U/M drop-down arrow and then click Convert to have QuickBooks calculate the current quantity of the item in the new unit of measure.

        For example, if you originally have 6 feet and want to change the unit of measure to yards, the converted quantity becomes 2 yards. The rate or amount stays the same.

      • Click the U/M drop-down arrow and then click Change to change the rate or amount but keep the same unit quantity.

        For example, if you change the unit from 1 box to 1 case, there will be more units in the case than there were in the box, which results in a higher rate or amount.

      • Click and then fill out the information in the New Unit of Measure window.

    4. If necessary, edit the rate (cost) of the item.

    5. If you track expenses by customer and job, fill in the Customer:Job column.

    6. If you filled in the Customer:Job column and this expense is not billable to the customer, clear the checkmark in the Billable column; otherwise, leave the checkmark to allow the expense to be passed along to the customer on the invoice.

      Note: The Billable column is not available on a purchase order.

    7. If you are using the class tracking feature, fill in the Class column.

    8. Repeat these steps to enter more items.

  11. To enter shipping charges, taxes, and other expenses not associated with any one item, click the Expenses tab. In the detail area, enter each charge and associate it with its correct expense account.

  12. Save the check.

The payment appears in the Items to Send list of the Online Banking Center. When you go online, it is sent to the financial institution.

Sending the payment 


See Also

11/17/2017 10:23:38 PM
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