QB How to enter bills Video Link
1. Navigate to Enter Bills
From the Homepage, click on the plus sign at the top as indicated below:
Click on the Plus Sign to Navigate to the Vendors Center in QuickBooks Online Below the Vendors column, select Bill, as indicated below:
Navigate to Enter Bills in QuickBooks Online
2. Enter Bill
The Enter Bill window will display on your screen. QuickBooks Online is shown below:
- Find Right Vendor Name
- Verify Address – optional
- Date, Invoice#, Amount, Description, Class
- Save
Enter a Bill in QuickBooks complete after save
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A brief description of the information to include in the (above) fields are:
Vendor: Select the vendor from the drop-down.
TIP: If you have not set the vendor up then you can do so here. Just click the drop-down arrow and click Add New. In the Setting up Vendors tutorial we walk through step-by- step to show you how to set up your vendors.
Mailing address: This field will automatically populate with the information that is in the vendor profile. TIP: If you did not enter the mailing address for your vendor then this field will be blank. You can enter the mailing address in this field but it will not update the vendor profile.
Terms: The payment terms will automatically populate with what was set up in the vendor profile. TIP: If you did not set special payment terms for a vendor then this field will default to the payment terms for all vendors. During the Setting up Expenses tutorial, we walked through step-by-step to show you how to set default payment terms for all vendors.
Bill date: This is the date that appears on the bill you received from your vendor.
Due date: Based on the payment terms, QuickBooks will calculate the due date for you. For example, the payment terms are Net 30 for this vendor. This means the due date will be 30 days from the Invoice date.
Account details: If you are paying for a service such as utility expense or tax preparation services, then you will need to complete this section of the bill. However, if you are paying for a product, then you will complete the Item details section.
Item details: If you are paying for a product, such as a piece of equipment you will use in your business or inventory that will be sold to customers, then you will complete this section of the bill.
Product/Service: From the drop-down menu, select the product or service you are paying for. If you have not set up the product/service then you can do so by selecting Add New from the drop-down menu. In the setting up products and services list tutorial, we walk through step-by-step to show you how to set up the products and services list.
Description: This field will automatically populate from the product and services list. You can also type a customized description directly into this form. However, it will not update your product and services list.
Quantity: Indicate the quantity of your purchase, if applicable.
Rate: This field, containing the per product or per service cost, will automatically populate from the product and services list. You can also type the rate directly into this form. However, it will not update your product and services list.
Amount: QuickBooks will multiply the quantity column by the rate column to calculate this field.
Save: Once you have completed all of the necessary fields, save the bill.
Bill no.: This is the invoice number that appears on the bill you received from your vendor.
Tips When Entering Bills in QuickBooks Online
To help prevent you from paying for something twice, it is very important that you enter the bill no. (invoice number) for all bills. Typically this will be a unique number issued by the vendor. If a vendor does not include an invoice number on the bill, then you should come up with a unique number.
By entering the invoice number, QuickBooks will alert you if a duplicate bill no. (invoice number) has been entered. This feature can help to ensure that you do not pay a duplicate invoice that the supplier may send to you. In the Advanced Settings tutorial, we walk you through step by step on how to turn this feature on.
3. Review Bills
After entering bills into QuickBooks Online, you should review the bills to ensure they are correct. First, navigate to the Vendors center and click on the vendor that you enter bills for. On the next screen, all the bills that have been entered should display and you can review the information to ensure it is correct. We have included step-by-step instructions below.
From the Homepage, select Vendors from the left-hand menu bar as indicated below: