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Entering Bills

When you purchase goods or services from a vendor, you enter the bill to track in your accounts payable. You can create a bill to pay later or pay now. You can also create a new bill by copying information from an existing bill.

Note: To set up a recurring bill, for example, from a utility company, see Setting Up a Recurring Bill.

To enter a bill from a vendor:
  1. Choose Payables > Enter Bills, or click the Enter Payables icon in the Payables section of the workspace.
  2. In the Payables dialog box, select the vendor from the Vendor list.
  3. Add the information from the vendor’s invoice — including the invoice number, the date of the invoice, and the date the invoice is due.
  4. In the Payable Line Items area, in the blank line, enter information about a line item from the bill, including taxes and shipping.
    Select an account from the Account list and then type the amount for that item. You can also type a memo or apply this to a job by selecting one from the Job list.( To add a new account to your Chart of Accounts, click the Accounts link. To add or edit a job, click the Job link. )
  5. After you finish entering the first item, to add a new line item, press Enter or click Add Line Item.
  6. Repeat steps 4-5 until you've duplicate the vendor's bill.
  7. If you have a credit from the vendor, click Apply Credits to select the credits to apply to this bill. (See Applying a Credit to a Bill.)
  8. When you finish entering the information for the bill, click Save.  
To enter and pay a bill right away:
  1. Choose Payables > Enter Bills, or click the Enter Payables icon in the Payables section of the workspace.
  2. In the Payables dialog box, select the vendor from the Vendor list.
  3. Add the information from the vendor’s invoice — including the invoice number, the date of the invoice, and the date the invoice is due.
  4. In the Payable Line Items area, in the blank line, enter information about a line item from the bill, including taxes and shipping.
    Select an account from the Account list and then type the amount for that item. You can also type a memo or apply this to a job by selecting one from the Job list.( To add a new account to your Chart of Accounts, click the Accounts link. To add or edit a job, click the Job link. )
  5. After you finish entering the first item, to add a new line item, press Enter or click Add Line Item.
  6. Repeat steps 4-5 until you've duplicate the vendor's bill.
  7. If you have a credit from the vendor, click Apply Credits to select the credits to apply to this bill. (See Applying a Credit to a Bill.)
  8. To pay the bill right away, click Pay.
  9. In the confirmation message box, click Yes.
  10. In the Bill Payment dialog box,
To create a bill based on a previously paid bill:
  1. Choose Payables > Enter Bills, or click the Enter Payables icon in the Payables section of the workspace.
  2. In the Payables dialog box, to select a past payable transaction to copy, click Copy From.
  3. In the Search Criteria Selection for Bills dialog box, locate and double-click the bill to use. (For information, see Finding Bills.)
  4. In the Payables dialog box, adjust the specifics for this new bill as needed.
  5. To save the bill to pay later, click Save or click Pay to pay this bill now.