Inventory: Receiving items and getting a bill later
When you receive items and get the bill later, you enter information in two steps. First, create an item receipt to show you received the items. Second, enter the bill when it arrives.
Videos on ordering inventory
Step 1: Create an item receipt
- Choose Vendors > Receive Items. You can also create an item receipt using the Vendor Center and Transaction Center. How do I use this form?
- To create a new item receipt, click the "New" on the left panel or click the + at the bottom of the list. To edit an item receipt, select it in the list on the left panel. (If you don't see this list, click the Left View.)
- Select the name of the vendor you bought the items from.
- Did you write a purchase order for the items?
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Yes—When you click Select PO, QuickBooks asks you to enter the name of the vendor you're receiving from, then displays a list of open POs for that vendor. Select the POs that contain the items you're receiving. When you're finished, click OK. Make any necessary changes to the line items. If you didn't receive all the items on the purchase order, you can edit the quantity (or cost) of any item, or delete an item completely, from the detail area of the Create Item Receipts window.
Tip: If you make a mistake when you are editing the quantities, click Receive All to return all quantities to their original values.
- No—Enter the items in the detail area. From the Item list, choose the first item you are being billed for. You can also type the item name directly into the Item column. If the item is not on your list, QuickBooks asks you to set it up. In the Qty column, enter the quantity you received. If necessary, edit the cost of the item. Repeat these steps for the other items you received.
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Yes—When you click Select PO, QuickBooks asks you to enter the name of the vendor you're receiving from, then displays a list of open POs for that vendor. Select the POs that contain the items you're receiving. When you're finished, click OK. Make any necessary changes to the line items. If you didn't receive all the items on the purchase order, you can edit the quantity (or cost) of any item, or delete an item completely, from the detail area of the Create Item Receipts window.
- Click Save.
Step 2: Enter a bill when you receive the goods
- Choose Vendors > Enter Bill for Received Items. You can also create an item receipt using the Vendor Center and Transaction Center. How do I use this form?
- In the Receive Bill for Items window, enter the vendor name in the Vendor field and press Tab.
- Click the item receipt associated with this bill and then click OK. QuickBooks changes the item receipt to a bill.
- If necessary, change the date shown on the bill (the date shown is the date you entered the item receipt).
- In the detail area of the bill, correct any costs or amounts if necessary.
- (Optional) Enter any additional expenses, such as freight charges or sales tax. First click Expenses, and then, for each expense, enter the amount and relevant expense account in the detail area of the Expenses tab.
- Fill in the vendor's terms.
- Be sure the amount shown in the Amount Due field equals the total on the bill.
If the amounts disagree, click Recalc. QuickBooks then adds up all the amounts in the detail area and inserts their total in the Amount Due field.
Other things to know about bills and item receipts:
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View payment history for the invoice. Click history to see the payments for this invoice.
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Clear how you've split the bill or item receipt by items and expenses. Click Clear Splits to clear the items on the Expenses and Items panes on the bill.
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Recalculate the amounts. If you make changes to the bill, you can recalculate the amount due to reflect the change.
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Add payment reminder to Calendar. Click the calendar button to reminder youself to pay the bill.
- More about using bills and item receipts