Quickbooks 2019 Tutorial for Beginners - How to Enter Bills Already Paid

[@bessyzelaya5777]

I have a questions i already make the chech and print but not make a bill how can i fix it

[@QbuniversityOrg]

That’s what this video shows you how to do

[@chrisburtis3657]

We have QB Enterprise 2012 and would like to update for several reasons but one is the search capability is poor. We live in a search world these days and I can normally find just about anything on-line. Most of the time I don't need to provide CONTEXT which is what I don't like about our current version of QB. So we have about 50 customers and finding stuff for them is, well ok. However the other thousands of customers are different. We use a "Misc Sales Acct" for the Bill To, then put the customer info into the "Ship To". Searching "Ship to" data is not fun. Ideally I would like to search someones name GLOBALLY (John Johnson) and get results WITHOUT ALL THE CONTEXT. Current version will not yield results if you enter the first and last name, and if you only have one name, it will grab some but not all documents. Most common is enter "Johnson" and I get a build or a payment but almost never get what I need which is the sales order or invoice. The only way I know of to look something up is to ask for the city state and run a report. This is time consuming and not very professional. Also updating the search database is slow and seems unnecessary. The option of real time updates doesn't work and updating the search database while on the phone is not fun. I'm looking at the search capabilities on the demo and your rep said not everything works so I'm not sure what to do. If someone says the water bill is $27.78 per month, I should be able to enter $27.78 in GLOBAL SEARCH and see the details, no? Search is the most important thing to me having done this kinda work for 40+ years. I think QB should emphasize it. I might be wrong on this but so far I'm not impressed. I look forward to hearing otherwise. The search demo video is fine if you're ok entering a bunch of context to find what you need.

[@liliortega8523]

What category( income Account) would security camera go under when entering a bill.

[@QbuniversityOrg]

That would be an expense instead of income

[@martingarfinkel6029]

On the pay bills screen. Can I apply a credit to multiple invoices at once? Say I have 3 bills we paid with one check. Can we select them all and apply a credit or do we have to do it one by one

[@QbuniversityOrg]

Yes you can select them all and apply the credit

[@timbaker6108]

Makes perfect sense. Thanks

[@QbuniversityOrg]

Tim Baker you’re welcome!

[@lizetteshelton3515]

In the register, under Account, it is "Split" and therefore I am not able to enter "Accounts Payable" as instructed in your video. It will not allow me to override the Account. How do I apply this payment to an open bill?

[@QbuniversityOrg]

Lizette Shelton what you will have to do is enter the bill and split the bill. Then change the payment to Accounts Payable and then offset it

[@clubmwatreasurer179]

Great! Nice work. On QBDesktop 2018 there doesn't appear to be a Customer field to insert a vendor name. Suggestions? Anyone.

[@QbuniversityOrg]

That's odd? Are you talking about on the "Checks" form? Are you using QB 2018 Pro or Premier?

[@QbuniversityOrg]

Please leave a comment or question about this video here!

[@lizetteshelton3515]

In the register, under Account, it is "Split" and therefore I am not able to enter "Accounts Payable" as instructed in your video. It will not allow me to override the Account. How do I apply this payment to an open bill?

[@bellaqqq2929]

I have some questions, I have a lot of paid bill for a different vendor. I am waiting to enter the bills and then show them paid. another question is, I need to send my customers packing list and the amount of payment before they pick up, but my customer will send their customers come to store pick up order. but i can not show them the price, what i should do use quickbooks.

[@QbuniversityOrg]

Marilyn Belllala for the first questions just follow the instructions in this video. For the second question, I’m not quite sure what you’re asking. Can you send an invoice in advance so they know the amount?

[@aaamyyoung]

Here is my scenario. We have an AC business. I am starting fresh from the beginning of this year. I have entered my invoices for our customers. I have also entered any checks we have written, debit card transactions and deposits. I need to somehow enter what we refer to as "truck stock" but without doing inventory. These are items that are kept on the truck that will be used throughout the year on various jobs but may not be specific to a single job. For example a roll of copper. I REALLLLLLLLLLY do not want to have do not want to have to do inventory if it all possible. Is there a way to show this as an expense to the company without full blown inventory for the entire year? Huge thanks in advance for any advice you might be willing to give!

[@QbuniversityOrg]

What we do with our clients is expense those materials all year then estimate the on hand inventory at year end. Then we do a journal entry to move the estimated inventory out of materials expense and put it to inventory.

[@aaamyyoung]

@@QbuniversityOrgIn advance, please forgive my stupid question. I literally am teaching myself all of this happiness. With the help of your videos, of course! So do I enter things as shown in this video? Or do I need to be doing it another way?

[@QbuniversityOrg]

Amy Young no worries at all! To be honest I would enter and pay bills going forward but if you are catching up YTD I would just enter the checks and other payments as they cleared the bank

[@aaamyyoung]

@@QbuniversityOrg Thank you so very much for your help and quick response! :)

[@QbuniversityOrg]

Amy Young you’re welcome!

[@andreamarr7213]

Due to Covid I have found myself as an impromptu bookkeeper. I was wondering since I have been paying bills manually since the pandemic started and now I have the quickbooks program and need to update all the manual transactions. Would I just enter the bill on the date of the bill and then pay it on the date of the cheque? Or do I pay it in the date it cleared the bank. Thanks

[@QbuniversityOrg]

I would enter as of the date of the bill, and reflect it as paid as of the date of the check

[@editingreviewandtutorial565]

How does one allocate Advance Pmt’s made (Example 50% payment of Bill) to Bill Entry made?

[@QbuniversityOrg]

You can enter the bill and then change the amount to pay to half of it and it will leave the other half in unpaid bills

[@shamsaaziz]

I have accidentally deleted a paid bill from last month now it is showing as credit and I am finding a way to balance my accounts as I have already reconciled my bank. Any solutions

[@QbuniversityOrg]

Unreconcile the previous month, enter the bill and apply the credit, then re reconcile

[@shamsaaziz]

Thanks for your quick response. I thought of this solution but I have a very long list of transcations and can't just do that. (Unreconcile and again reconcile). Do you have anything else in your mind?

[@QbuniversityOrg]

@@shamsaaziz since the payment wasn’t deleted, try re entering the bill with the original date and apply the credit

[@bobmoore9946]

Thank you so much for posting your videos on line. They are very helpful. We are using QB 2019 desktop pro and I have a question about cost of goods. When we receive a PO from our vendor, does QB pull our cost of goods from the cost in the PO or does it get the cost of goods we have as the cost of that specific item?

[@QbuniversityOrg]

It should pull it from the PO

[@bobmoore9946]

@@QbuniversityOrg I think I need to make my question more direct. Where does average cost of goods derive from in QB?

[@QbuniversityOrg]

@@bobmoore9946 it's based on your purchase of goods and the average price you pay for those goods. QB averages it automatically

[@bobmoore9946]

@@QbuniversityOrg Thank you so much for your response. This is my issue. We just started using POs in QB so we need some direction. We need to assign a load of 10% to the cost of our items before we pay the commissions to our sales personal on invoice items sold. In theory, if our PO cost is $20.00, we need our item cost to be $22.00. How can this happen so our cost of goods comes out correct?

[@QbuniversityOrg]

Bob Moore unfortunately there’s no automatic way to do that. At least that I’m aware of. That load has to come from somewhere, like taking it out of overhead to add to inventory. There are some manual ways to do it through journal entry but really only at a PL level, not at an item level

[@kcmagcalas8073]

Hello, can you attach the pdf bill in the bill that was created?( as a reference, just like QBO)

[@QbuniversityOrg]

Yep you sure can!

[@baselemla2]

Thank you so much for directing me to this, but this could be done for few transactions, today I was called to fix company's accounts for one full year, they are being audited by IRS and being asked to connect all their old checks in QB to bills, is there any other way to do these in bulk at least by vendor? Thank you!

[@QbuniversityOrg]

basel emla in all honesty I’m not sure if you can do it in bulk. You would have to add the bills to Quickbooks then associate the payments to each of those bills. It’s quite a cleanup project

[@baselemla2]

@@QbuniversityOrg Right! Thank you anyway, then I need to do this project somehow.

[@QbuniversityOrg]

basel emla yep it’s a lot of work

[@chandrikaananth5536]

If i have lot of paid bills for different vendors how do i enter it in quickbooks 2019 desktop version

[@QbuniversityOrg]

Chandrika Ananth Are you wanting to go back and enter the bills and then show them as paid or are you wanting to just show the payments and not show the actual bills?

[@xoxolulu69]

What happens if the bill that was not enter, and the monthly statement is already reconciled. Can you still enter the bill?

[@QbuniversityOrg]

Yep you sure can!

[@xoxolulu69]

@@QbuniversityOrg Thank you for your prompt reply, do I have to undo reconciliation?

[@QbuniversityOrg]

littlelulu valencia you shouldn’t have to but it may give you a warning that it may affect your recon. Usually though since you are just changing the account you shouldn’t have to

[@xoxolulu69]

@@QbuniversityOrg Thank you !!!!

[@lesly411]

My scenario is the opposite of this I show anegative in Accounts Payable. I entered a negative amount in deposit window for prepaid fuel and service fees to match the factoring company's deposit in bank. Then I created a bill for the actual fuel used will this off set the amount?

[@QbuniversityOrg]

It sounds like it should. It sounds like you just created a credit on the account so that when the bill comes in you can use that against the bill

[@lesly411]

Ok thank you I will try that

[@lesly411]

I entered a bill, applied the credit, the accounts payable balance decreased but the prepaid fuel account still shows the the full amount. Am I supposed to do a journal entry too? To reduce the prepaid fuel?

[@QbuniversityOrg]

@@lesly411 welcome!

[@QbuniversityOrg]

@@lesly411 yes you will have to credit the prepaid and debit the expense

[@lorrk1239]

Great video but Please undo the yellow circle in your presentations as it is too distracting. Thank you.

[@QbuniversityOrg]

lorr k ok thanks for the feedback!