Buying inventory over-the-counter

When you pay for and receive items on the spot, you can use either the check or the credit card form to record the purchase.

To buy inventory over-the-counter:

  1. From the Banking menu, choose one of the following:
    • Write Checks: If you wrote a check or paid with cash.
    • Enter Credit Card Charges: If you paid by credit card.
  2. Fill in the check or credit card form in the top part of the window.
    • Date: QuickBooks automatically enters today's date.
    • $: enter the amount of the check.
    • Pay to the order of: choose the a name from the list or type the name in directly. If the name is not on any of your lists, QuickBooks asks you set up a record for the name.
    • Address: if you have already entered the payee's address on one of your lists of names, QuickBooks fills in the address for you.
    • Memo: enter any note or message you would like to print on the check.
  3. Click the Items tab.
  4. Did you write a purchase order for the items?
    • Yes: Click Select PO and select the POs that contain the items you're receiving. When you're finished, click OK. 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 check or credit card 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.
  5. (Optional) Enter any additional expenses, such as sales tax:
    • Click Expenses.
    • For each expense, enter the amount and relevant expense account in the detail area of the Expenses tab.