Solving some problems

Q: I paid a bill by writing a check in Write Checks. How can I show the bill as paid?

or, I need to make advance payments on purchases, before the merchandise or the final bill arrives. How can I handle this?

A: The steps are relative simple, but require meticulous care.

The first step is to set up the check correctly. For a new check, use Write checks. An existing check can be changed by opening the checking account register, highlighting the check, and clicking Edit. The detail section, below the check, must contain the following:

Items tab (if existing) must be blank.

Expenses tab must be showing.

Account must be Accounts Payable (or whatever it is called in your system.) An expense or asset account is not used here; that is picked up in the bill.

Amount contains the amount of the bill.

Customer:job column must be the vendor name.

Record the check.

For the first case, open Pay Bills. The bill and the payment should be showing (the payment is a negative amount.) Check both of them, and click OK. No check will be written, but the bill will be marked as paid.

For the second case, when the bill arrives, enter it, using expenses or items, as is appropriate. Then open Pay Bills. Check the bill, and the credits for the checks, and click OK. If a balance is due, a check will be written.

Q: The Memo field on the check shows the reference number for the bill, but nothing more. How can I get more information into this field?

A: The reference number is all that will go automatically from the bill to the check. It is possible to get more information into the memo field. I did not say easy, I said it is possible.

Basically, you need to get yourself into the situation involved in the previous question. The check is written, being careful to use the Expenses tab and fill in Account and Customer:job as described above. Type the needed information into the Memo area. Information running under the next field can be printed, within limits, which depend on type size and version of QuickBooks. Lines containing entries only in the Memo field are permissible; press Tab several times to get to the Memo field on the next line.

With the check recorded, you connect it to the bill through Pay Bills. Note that this method only passes information entered manually onto the check.

Q: The Payables register only shows open bills. How can I see the bills that have been paid?

A: Clear the box Show Open. (At least that answer is simple!)

Q: Recording bills (or purchase orders) seems to take too long. Is there a way to make them faster?

A: Checking for duplicated numbers takes time, especially in a large file. You can open the preferences window and turn off the checking for duplicate numbers.

Q: Sales tax items don’t work on Enter Bills, or give a warning.

A: Sales Tax XE "sales tax:on a purchase" on a purchase would require an expense account called “Sales Tax Paid,” or an item using that account. The special liability account, Sales Tax Payable, or sales tax items, do not belong here. In some circumstances, sales tax paid on purchases may be deductible from sales tax payable. This would be handled by the same procedure as for sales tax credits or rebates, described at the end of Chapter 10, under Peculiar Situations.