Accounts payable register

This window shows a chronological listing of all the transactions in your accounts payable (A/P) register. These typically include bills, payments to vendors, and credits from vendors. You can enter new bills and credits from vendors directly in the register. You can also edit, with some restrictions, transactions that QuickBooks entered in the register.

Why use the register?

What the register shows

Date Due Number Billed
Type image  (Cleared) Vendor Paid
Account Balance Memo Ending balance

Buttons and options

Do this... To
Double-click a transaction Display the current transaction in its original form. Use this button when you want to see the original transaction or make changes that you can't enter directly in the register.
Click a transaction, and then choose Reports > QuickReport Create a report that lists all transactions related to the name in the current transaction. For example, a QuickReport for a vendor lists bills (and credits) from the vendor, as well as payments you made to the vendor.
Choose Edit > Go To Jump to the next transaction in which a particular payee, amount, memo, or transaction number appears. Go To searches only in the current register. For details, see Jumping to a transaction in a register.
Click the Record button Record the current transaction. QuickBooks saves the information in the transaction and adjusts the current balance.
Click the Restore button Cancel changes you made to a transaction. Click Restore if you make a mistake while entering or editing a transaction.
Click the Splits button Distribute the amount of the transaction to more than one account. You can assign each split amount to a specific customer or job if you track job-related expenses or charge costs back to your customers. You can also assign classes to the amounts to give yourself another way to track the costs on your reports.

From a register, you can enter splits only for expenses on checks, bills, or credit card charges. To enter split detail for items — or for other kinds of transactions such as customer payments, bill payments, deposits, etc. — double-click the transaction to display it in its original form.

Click the Show open balance checkbox Change the Billed column so that it shows only the amount you still owe for each bill, and the unused amount for each credit. Normally, the column shows the full amount of each bill.

For example, if you have paid $200 of a bill for $500, the amount shown in the Billed column would change to $300, the amount you still owe on the bill.

Click the 1-Line checkbox Display each transaction on one line in the register. Select this checkbox when you want the register window to display more transactions (it will show twice as many as before).