Categories
Bill Company Gear Company Settings Expense Lists Products & Services QuickBooks Online QBO

Item details tab not showing up to enter Expense for Non-inventory type and Service type items

In order to show Item details tab on Expense form, first, you need a Plus plan. Essentials and Simple Start does not have Item details tab feature.

If you have a Plus plan, you will need to check the following two setups:
1) Gear settings for Expenses – Gear at the top right corner > Your Company > Account and Settings > Expenses > Bills and expenses > Show Items table on expense and purchase forms > On > Save.


2) Product/Services information setup form – Gear at the top right corner > Lists > Products and Services > Select Add new button (or for an existing item, click “Edit” under Action column) > Purchase information > Select “I purchase this product/service from a vendor” checkbox > Save and close.

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Categories
Bill Check Customers Expense Expenses Invoice

What does checking Billable box do in QuickBooks Online

The billable feature is available only in QuickBooks Online with Plus plan.
When you select “Billable” Expense checkbox field, you must also select a Customer/Project field each split line that is billable. If you don’t select Customer/Project field, you will get an error message. You can’t the save the transaction. (If you’ve Markup percentage turned on from the settings, you can also choose that field to alter that billable invoice amount).

By selecting “Billable” checkbox and Customer/Project field, it will do two things:
1) It will create an expense from that vendor.
Checking billable allows you, when you create an invoice, to move that expense to the invoice without having to retype it.
2) It also allows you to create an invoice to move those expenses automatically to the invoice without having to retype it again. In other words, you will see all open expenses ready to be included when you are ready to create invoices. Just create an invoice, select customer and right side Add to Invoice panel will open. You can choose “Add all” or each billable item.


To turn on the Use Billable Expenses preference:

Choose the Gear icon at the upper right corner > Your Company / Account and Settings.
Choose Expenses from the menu on the left.
In the Bills and expenses section, check on the Edit icon.
Place a check in the box to Make expenses and items billable.
Optional: you can also select Markup with a default rate of xx% box.
Click Save.


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Categories
Bill Invoice QBO QuickBooks Vendor Vendors

How do I fix unapplied cash payment income and unapplied cash bill payment expense

You may see two accounts for UNAPPLIED cash payments if you report Profit and Loss on a cash basis. It will automatically trigger to these two accounts simply because you have entered certain deposit and payment transactions differently than normal flow in QBO.

These two accounts are automatically added to the Chart of Accounts when the new company file is created. You can’t delete or change these two accounts.

Here is the main reason that will trigger these two account types in QBO:

  • Triggers “Unapplied Cash Payment Income” when the date of the customer deposit date is before the invoice date it’s applied to.
  • Triggers “Unapplied Cash Bill Payment Expense” when the date of the vendor payment date is before the bill date it’s applied to.

Example of “Unapplied” Customer Deposit and Vendor Payment transactions

unapplied deposit
unapplied deposit

unapplied check
unapplied check

bank register
bank register

cash basis unapplied pnl
cash basis unapplied pnl

Changing “Invoice” and “Bill” dates to be prior to payment dates should work for most transactions in this account. However, there may be other unknown circumstances where the issue may not be easily fixed. In that case, you will need to analyze each transaction and resolve the matter. Or get help from the expert.

invoice
invoice

receive payment
receive payment

bill
bill

bill payment
bill payment

cash basis applied pnl
cash basis applied pnl

 


This video will show how to fix “Unapplied Cash Payment Income” and “Unapplied Cash Bill Payment Expense” on a cash basis Profit and Loss report.

 


OTHER HELPFUL LINKS:
(Also, refer to IRS Publication 538 Constructive Receipt of Income for more details.)
https://www.irs.gov/publications/p334/ch02.html
What’s Unapplied Cash Payment?
https://community.intuit.com/articles/1146009-what-s-unapplied-cash-payment

 


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Categories
Bill Check Pay Bills Vendor Vendors

How does one print a memo line on a check

When you enter a check (create + sign > check), there is a memo section on the bottom left the side of the check (see attachment below). If you have text entered in that memo area, it will print on a check.

check memo line
check memo line

However if you enter a bill (create + sign > bill), even if you’ve entered text entered in that memo area, it will not print on the check when select pay bills (create + sign > pay bills).

If you need to print a fixed memo line like the account number or a specific memo line message on a check print, you can select “account number” field on vendor information page (see attachment below). That way it will print the same memo line on specific vendor checks all the time.

vendor info acct no
vendor info acct no

check print with memo
check print with memo

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Categories
Bill Check Pay Bills Purchase Order Vendor Vendors

Way to pay vendor bills originating from your purchase order via a credit card

Categories
Bill Check Create Customers Expense Expenses Invoice Sales Receipt Vendor

How to link expenses to specific customers clients

Categories
Bill Pay Bills

How does one record use of multiple payment sources for a single expense?

I made a large purchase that had to be paid with multiple payment sources.

I can find lots of information for splitting a single payment into multiple expenses, but how does one go about recording the opposite case? For example, a $10,000 expense that was paid $6,000 from a checking account and $4,000 on a credit card account.

ANSWER:

Start with entering a Bill for this purchase of $10,000

From the home page screen > Create + sign > vendors > bill
Fill out bill form. See attached photo 1 for reference.
.

Then use Pay Bills, and pay by using the bank checking account for that $6,000 part. Then, Pay bills, and do the credit card account for $4,000 part.
From the home page screen > Create + sign > vendors > pay bills
See attached photo 2 for manual check payment reference.
See attached photo 3 for credit card payment reference.

photo1
photo 2
photo 3

Categories
Bill Check Expense Settings Vendor Vendors

What happened to the “Items” tab when I enter bills?

show items table on expense and purchase forms on 2
show items table on expense and purchase forms on 2

If you see “Bill” form with account only and there is no  “Item Details tab” separately,  it usually means “Show Items table on expense” setting is turned off.

In order enable Show Items table on expense and purchase forms:

From the home page screen

  • Select the Company Gear (upper right corner)
  • Select Settings
  • Select Company Settings
  • Select Expenses
  • Select Bills and Expenses
  • Select Show Items table on expense and purchase forms
  • Check box to enable setting ON
  • Save

show items table on expense and purchase forms on 2
show items table on expense and purchase forms on 2

Categories
Bill Transactions

How do I search for a specific amount in a line item in a bill?

How do I search for a split amount in a line item in a bill?

Example: Total vendor bill amount could be for $500 but the split lines are broken down to $150 or whatever. I would like to search for the $150 and find the $500 bill linked to this charge.

Click the magnifying glass icon (top-middle-screen) > Select Advanced Search > Change default setting from “All Transactions” to “All Transaction Lines” > Click Search blue button.

Categories
Bill Vendor Vendors

How to set up vendor payment term where all bills are due month-end of the following month? For example, April vendor bills are due on 31st of May.

To setup “Term” in new QuickBooks Online:

From the homepage screen

  • Select the Company Gear (upper-corner)
  • Select “All Lists” under Lists heading
  • Select “Terms”
  • Select “New” button
  • New Term screen will open

Name = Due following month end (or name as needed)
Select “Due following month end”
Enter “31” day of month
Under Due the next month if issued within
Enter “31” days of due date
Save

See screenshot for reference.

Note: Term will apply to both Vendors and Customers.

Due following month end
Due following month end