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Bills: Entering bills and credits

When you a receive a bill, you should enter it into QuickBooks. That way QuickBooks knows about it and can help you track information about how you spend money.

Videos on bills
Entering a bill
  1. Choose Vendors > Enter Bills. How do I use this window?
  2. To enter a new bill, click the "New" on the left panel or click the + at the bottom of the list. To edit a bill, select a bill in the list on the left panel. (If you don't see this list, click the Left View.)
    Left View
  3. Enter the information for the bill, and click Save.

Note: You can also enter bills using the Vendor Center and Transaction Center.

What's on a bill?
  • Bill or Credit. Are you entering a bill or a credit from a vendor?
  • Vendor. Choose the vendor from the Vendor list or type in the vendor's name. Do you see a message about open purchase orders?
  • Amount Due or Credit amount. Enter the amount of the bill or credit.
  • Date. QuickBooks automatically enters today's date, but you should change it to the date on the bill.
  • Ref. No. Enter the bill, statement, or invoice number.
  • Terms.(Bills only) QuickBooks uses the terms to determine the due date of your bill payment as well as the date you'll need to pay by to receive a discount for early payment.
  • Bill Due.(Bills only) Enter the date the bill is due.
  • Memo. Enter a memo that will appear on reports that include the bill or credit.
  • Show in Calendar. Adds a reminder to pay the bill in Calendar. video
  • Expenses and Items. Choose either the Expenses or the Items pane. Enter information about what you're being billed for: expenses you track through expense accounts or items such an inventory part, non-inventory part, service, or other charge.

Other things to know about bills: