QuickBooks Bill Setup & Management
How to Enter Bills in QuickBooks Windows
(Pro, Premier, Enterprise)
QuickBooks makes entering bills pretty simple. Follow the steps below to get your bills setup:
Step 1. From the top menu bar in QuickBooks select Vendors, then Enter Bills. (NOTE: You can also access the Vendors icon from the Vendors area on the Home page.) (Also, most of the information that you input here will end up on the check that you will write to pay your bill to this vendor.)
Step 2. Next, select the name of the vendor you are entering this bill for, from the dropdown list at Vendor (If this is a new vendor that is not yet setup on QuickBooks, QuickBooks will ask you to "Quick Add" or "Set Up" some information about the vendor. You can use the Quick Add if you do not have all the information readily available for this vendor, and input only the basic information for now. You will need to go back and edit this vendor at some point, to input the other pertinent information - especially if this is a vendor that you will need to generate a 1099 for at year end.) See How to Setup Vendors for 1099 in QuickBooks and How to Generate and Print 1099's in QuickBooks. (If you have open purchase orders with the vendor that you select, QuickBooks will ask you whether or not you want to enter the bill against a purchase order. If you choose to receive against a purchase order, QuickBooks will display the Open Purchase Orders dialog box which lists the open purchase orders you have recorded.)
Step 3. Select the payment terms describing when the bill is due from the dropdown at Terms. (This will automatically calculate the due date and input it at Bill Due.)
Step 4. Now enter the reference number (this will be the bill number (Invoice # for your vendor) and input a memo to describe the bill - which is optional.
Step 5. At the Account column below Expenses, click the drop down and select the account to which this bill is associated. (If the account for this bill is not listed in the dropdown, click the Add New at top of dropdown list to setup the new account.) See Setting up and customizing the Chart of Accounts. Also, you will only use the Expenses tab if the bill is for expenses, if the bill is for Inventory (Items you will resell) you will use the Items tab to record the Item, quantity, and the cost (amount you pay for the Item).
Step 6. Enter the bill amount, the customer the bill is associated with - if any, and select the class - if you are using the class feature. (NOTE: If you do select a customer, the billable tab will be check-marked. When you are ready to Invoice this customer for this bill, QuickBooks will ask you if you wish to add the billable cost to the Invoice, to which you will answer Ok.)
Step 7. Click Save.
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