QuickBooks Payable Tutorial
- 1). Open QuickBooks, click "Vendors" in the top menu, then "Create Purchase Orders" to open the "Create Purchase Orders" window. Follow on-screen instructions to prepare your purchase order, and click the "Save & Close" button or the "Save & New" button to complete the purchase order depending on your preferences.
- 2). Click "Vendors" in the top menu, and then select "Enter Bills" to open the "Enter Bills" window. Enter the bill you received from the vendor following on-screen instructions. If the bill does not contain a reference number, use the date. If you have entered a purchase order for this vendor, when you enter the vendor's name, you will get an "Open POs Exist" dialog box. Click the "Yes" button to open the "Open Purchase Orders" dialog box.
- 3). Select the applicable purchase orders in the "Open Purchase Orders" dialog box. Most vendors will reference by number any purchase orders you send them on the invoice. Click the "OK" button to return to the "Enter Bills" window, and enter the purchase order information in the "Enter Bills" window. If the prices on the purchase order do not match the prices on the bill, contact your vendor for price clarification. Click the "Save & Close" or "Save & New" button according to your preferences when you have finished entering the bill.
- 4). Click "Vendors" in the top menu, and then select "Pay Bills" to open the "Pay Bills" window. You can select the "Show all bills" radio button in the upper-left corner, or choose the "Due on or before" radio button to show invoices due by a specified date. Put a check in the checkbox next to the invoices you would like to pay, or click the "Select All Bills" button in the lower-right corner to select all listed bills. In the payment section, choose the date that will appear on your checks, credit card or online payment. Also in the payments section, verify the payments are coming out of the account you prefer. Check the ending balance to ensure you have enough money in the account to cover these payments. Click "Pay Selected Bills," and follow on-screen instructions to complete the transaction.
Source...