This move identifies two methods for creating bills. It shows how to create a bill starting from the Vendors List. It explains how to fill in terms, the bill date, expenses and products or services. It also shows how to make entries billable to customers.
- [Voiceover] Recording a bill in QuickBooks Online has two advantages over writing a check right away. First, you don't let go of your money until you have to. And second, QuickBooks Online keeps track of when the bill is due. You can create a bill in a couple of ways in QuickBooks Online. Let's start by going up to the top center of the screen and click the plus. Under Vendors, choose Bill and that opens up the Bill screen, but the Vendor box isn't filled in.
There's another way that you can create a bill where the vendor is filled in. So let's just take a look at that. Over on the top right, click the X to close that screen. Now we're going to head over to the left side and click Vendors. That brings up the Vendors list. Let's say you have several bills from vendors that you want to record, you can come to this screen and record them all. First of all, in the "Find a vendor or company" box, type in the name of the vendor who sent you a bill, in this case it's Semper LLP.
When you see the vendor name, you can click that in the drop-down menu. Once you see the information about the vendor, over on the right hand side you can click New Transaction and then choose Bill. That opens up the Bill screen with the vendor filled in, which means the mailing address is also filled in. If necessary, you can fill in the terms for the vendor. This is already set to Net 15 so I'm gonna leave it that way. Then in the "Bill date" box you want to fill in the date that's on the bill that you got from the vendor.
I'm going to click the calendar icon and actually go back to January and choose January 26th. When I do that, QuickBooks Online calculates the due date for me. Now we can head over to the right side and fill in the bill number if there is one. And if you track locations, you can choose the location. So let's say that that's downtown. I click the arrows in the location box and then choose Downtown.
This is a bill for rent. I'm going to fill that in in the Account details table. Click the first account cell. I'm going to start typing in the name of the account and by the time I get to rent, QuickBooks Online finds the Rent or Lease expense account. That's what I want. So now I can jump over to the Amount cell and type in 1500, which is the rent. It's not billable so I can skip the next three columns and I don't have to fill in a class because this is overhead.
Down at the bottom right corner of the screen, I'm going to click the down arrow and choose Save and Close. Now let's go back to the Vendors list again. I'm going to click that over on the left side and now I have my Vendors list. The next bill is for Non Cursus. For this one, I'm going to scroll down until I see that vendor in the list. There is Non Cursus LLC. Another way you can get to the bill screen is to go over to the right side of the list and click the Create Bill link.
That opens up the bill screen with the vendor filled in and of course the mailing address is there as well. Our terms are filled in, Net 15 is what I want, we've got the bill date and the due date. I can jump over to the bill number and fill that in. I'm going to change the location. This one is going to be the main location. If you want to change the bill date, if the bill that you got has a different date, you can click the calendar icon and choose that date. Now let's head down to the Account details and Item details tables.
The first thing I'm going to add is the shipping and delivery for the products that I'm buying. In the Account details table. I click the Account cell. I start to type shipping and when I see the expense account, I'm going to click that to add it. Now I can jump over to the amount. I click that cell and type in 29.95 for shipping. I'm going to add the customer, but I'm not going to make this billable. To do that, I keep the Billable check box turned off, but I'm going to click the arrows in the Customer box and then choose All Kinds of Taste.
The class for this is food because I'm getting olive oil. So I choose food in the Class drop-down menu. Now we're going to go to Item details. Click the first Product/Service cell and we're going to add the antipasta platter. I start to type the name and when I see it I choose it in the menu. QuickBooks Online pulls the description and the rate from the product's record. I can go right to the quantity and say that I want to get three.
This isn't going to be billable to the customer. But I'm going to head over to the Class cell, click the arrows, and choose Food. Now let's add some billable items. We're going to start with basil-infused olive oil. In the second Product box, click that and I start to type the name, I find the basil-infused olive oil and I want the 32 ounce bottle so I choose that from the drop-down menu. I have the description and the rate so I can go to the quantity and type in the quantity, 20.
I want this to be billable to the customer so I turn on the Billable check box. The Taxable check box gets turned on, but this is olive oil so it's not taxable. Let's turn off that check box. In the customer box, click the arrows and choose the customer, which is All Kinds of Taste. In the Class cell, click the arrow and choose Food. I'm going to do the same thing in the third row, this time for garlic-infused olive oil. I find the product that I want, I choose it in the drop-down menu, go over to the quantities cell and type in the quantity, I turn on the Billable check box, it's still not taxable so I turn off the Taxable check box and choose All Kinds of Taste for the customer.
In the Class cell, I click the arrows and choose Food. Notice the total displays at the bottom. So I can see the total for my bill. There's also a Memo box. So let's add a memo to remind us what this bill is for. Once I've filled that in, I can go down to the bottom right corner and click Save and Close. Now I'm back to the Vendors list. Let's take a look at what we see in the list. First of all, up above the table, we have unpaid bills and that there are two of them, which makes sense because that's what we just created.
If you want to see those bills, you can click that bar and then that shows the transactions that make up the dollar amount in that bar, one for Non Cursus and one for Semper LLP. And that's how you record bills from vendors.
- Choosing a QuickBooks Online edition
- Creating an account
- Setting up customers and vendors
- Setting up products and services, billable expenses, and time tracking
- Paying bills
- Creating invoices
- Receiving payments
- Handling refunds
- Setting up online banking accounts
- Running reports
- Paying sales tax
- Automating recurring transactions