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Chapter 1
Chapter 2
Chapter 3
Chapter 4
Chapter 5
Chapter 6
Chapter 7
Chapter 8
Chapter 9
Chapter 10
Chapter 11
Chapter 12
Chapter 13
Chapter 14
Chapter 15
Chapter 16
Chapter 17
Chapter 18
Chapter 19
Chapter 20
Chapter 21
Chapter 22
Chapter 23
Chapter 24
Chapter 25
Chapter 26
Chapter 27
Chapter 28
Glossary
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Chapter 9

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Recording bills 

Enter Bills is on the Activities menu (or the Purchases and Vendors tab of the Navigator) and  XE "enter bills"  XE "bills:recording" gets you to the Enter Bills window (shown below.)  Tab down to the vendor name, drop the list, and select a vendor.  The vendor name can be selected if it is already on the list. If not, just type it in.  You will get the choice of Quick Add or Set Up, and you can do either.

  Maybe Enter Bills stays as is.  If you use purchase orders, and if any are open on this vendor, you will see ...

OK, so you plan to use POs, but have not started yet.  It may be useful to enter a dummy bill now, to follow along with the discussion.  You could delete it later.

On the other hand, you might have open POs on this vendor, and you would click  Yes, bringing up the next dialog box, with a list of open purchase orders.

Purchase orders can be selected, for whatever is actually received.  Then clicking OK brings you back to Enter Bills.

Bill or Credit   option buttons give the opportunity to select Credit, which is handled below, under When the vendor pays you.  For now, you should be beyond this.

Bill Received check box indicates the bill has been received.  If it is cleared, the bill will have the bold notation, Item Receipt Only, and have no due date.  In order to record receipt of goods or services, the debt must also be recorded. However, if the vendor has yet to bill you, there is no due date.

Class field is conspicuous by its absence from the upper part of the form.  The individual line items within the bill may have classes, but the bill itself has no class.

Date should always be inspected, and will be the date the expense is recorded, for accrual basis reports.

Bill Due is a fixed offset later than the date XE "due date:of bill"  XE "bill:date due"  of the bill, and may be edited here.  The days of offset may be changed in File|Preferences|Purchases & Vendors or by Preferences|Transactions, which (for QuickBooks 5) is illustrated below, in Purchase Orders.

Ref No. will appear on the check skirt when the bill is paid, and is all that can be printed with the check.  This is a text field of eleven characters.   This may be checked for duplication, using the same preference as above.  In a large file, checking takes time, and may slow recording of bills.

Amount Due (or Credit Amount ) always takes a positive number.

Terms may be selected from the list, and may be the basis of a suggested discount when the bill is paid.  The usual terms for any vendor may be set up by editing the vendor from the vendor list.

In the list or any display of terms, the visible text is cosmetic.   The numbers behind the text control what happens.  The list of terms may be edited under Lists|Other Lists|Terms.  QuickBooks 5 allows fractional percentage discounts.  The usual terms for any vendor may be set up by editing the vendor from the vendor list . Discounts may be adjusted when the bill is paid.

Memo accepts information which shows on the payables register, and in some reports.  This memo applies to the bill, as a transaction in Accounts Payable.

The Great Divide:  all of the information above applies to the Accounts Payable side of the transaction.  Information below applies to the expense, the item, or the asset purchased.

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Last modified: May 21, 2004