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How to Pay Vendors in QuickBooks Online & Desktop

customer or job

This functionality is perfect for any company that wants to assign a specific sales rep or account manager at the client level. In this specific use case, we used a custom drop-down field to select the loan type, as well as the number field to post the appraisal value of the home. These two fields helped our client save about six hours every month by eliminating the need to track all the transactions in Microsoft Excel at the same time. The Pay Bills window in QuickBooks provides the options to make a payment to a vendor and edit the payment details. You can change the account the payment is drawn from and the payment method while you are recording the payment. Use the Pay Bills window to make a one-time payment to a new vendor or a vendor that your company uses regularly.


To track expenses, create one or more expense accounts or subaccounts in your chart of accounts. Create income accounts for broad categories of income, such as services and products. Don’t create separate accounts for each service or product you sell; instead, you can use items to track sales for each service and product, as described in Chapter 5. Use customer types to classify your customers by their business sector, such as Corporate, Government, and Small Business. Choose the payment terms that the vendor extended to your company.

Technical Details

QuickBooks has powerful features that make it simple for business owners, or their accountants or bookkeepers, to handle all aspects of business accounting. With QuickBooks’ integrated vendor management function, you can easily track vendors, payables and other relevant details. Besides knowing how to pay vendors in QuickBooks Desktop, you should be able to create vendor credits in QuickBooks Desktop.

Most of the form is easy to complete; it primarily contacts information. By selecting the customer custom field, any custom field you create will immediately become available on your customer dashboard as new columns for sorting data. The value set into these fields will automatically be included on any documents where they are used.

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Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file. A customer who serves as a vendor must be included in the customer as well as the Vendor list. Select the vendor tab and from the vendors drop down menu click on the all vendors option. Pair the field of QuickBooks and excel file together and click the next button in order to switch to the next screen. On the top right of the vendor center screen click on the new vendor.

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However, if you’ve already used a vendor’s details in a transaction, you can’t delete the vendor from QuickBooks. You can, however, make the supplier inactive so you won’t see it in the Vendor Center. Here’s how to import vendors from an Excel spreadsheet into QuickBooks Pro.

The New Customer windows group info onto several tabs so it’s easier to find the fields you want to fill in. The contact and address info is all on the first tab, Address Info. All the fields related to payments are on the Payment Settings tab. The Sales Tax Settings tab contains fields for sales tax, so you can skip it entirely if you don’t sell taxable goods. The Additional Info tab holds a few miscellaneous fields like customer type, sales rep, and any custom fields you’ve created. You’ll learn about the Job Info tab on Setting Up Vendors.

The default option for Type is Vendor but if it’s not, choose the right type. After adding the name, you can hit Save to add the name of your new vendor to your list. However, you have to edit Vendor Information if you want to add the vendor’s address, contact details, and other details. We are looking at workarounds and we are still trying to improve the fuzzy matching. We aren’t fans of having to use Credit Card Misc. Either but it is a better alternative than creating hundreds of duplicate vendors because credit card transactions can use different names for a single vendor.

Step 5: Optimize your reporting

Now hit the import button in order to import the vendor sheet in QuickBooks. From the bottom right map the data fields in QuickBooks Online. Be ensure that the format of excel file is same as the sample. Now save the vendor by clicking on the OK button and save the changes.

After setting the custom field to print, you will notice a printer icon on the main custom field dashboard next to the transaction type printing was selected. The new date field allows the user to select a date from a pop-up calendar anywhere the field is listed. In the example provided above, we added a custom date field to our customer information to track our service contract renewal date.

Alternatively, is there a better way to handle our expense reporting that will alleviate this issue for us? Credit Card transactions each month, and it makes our QB file a bit messy. We are reconciling the credit cards in Quickbooks, so it is advantageous to have each transaction come in instead of using the vendor bills function. Once you have selected three custom fields for any given transaction type, the toggle switch to turn on printing will be grayed out.

How to Apply Vendor Credit in QuickBooks Online: Step by Step

Don’t enter anything here if you pay vendors via bills or expenses. You’ll see a screen with all your successfully completed steps along with the number of records added to your vendor list. While you can manually set up vendors in QuickBooks, it’s much easier to import existing vendor data in bulk. This guide will show you how to import vendor information from Excel and CSV files into whichever version of QuickBooks you’re using, including QuickBooks Online and QuickBooks Pro.

  • QuickBooks charges transaction processing fees when you accept ACH payments from customers through QuickBooks Payments.
  • Direct deposit in QuickBooks is useful for making and coding independent contractor payments, plus tracking 1099 information.
  • For example, Net 30 means that payment is due 30 days from the date of the vendor’s bill.
  • The Leads list on the left shows the leads’ names and status.

To wave accounting the complete list of transactions again, click the blue Clear Filter / View All link. Vishal Sanjay is a content writer with a passion for finance, business, and investments. With a background in accounting, he revels in digging deep into complex topics to create elegant and engaging articles that inspire readers to take action. His works have been published on leading sites such as ThriveGlobal, INTStaffing, SellCoursesOnline, and more. If you’re trying to deactivate a supplier with an outstanding balance, QuickBooks will warn you. Choose No and record the outstanding balance before making the vendor inactive.

The next several sections step you through each tab and the fields on each one. With all your vendor information in QuickBooks Online, you’ll save time when entering bills and transactions. Instead of entering details manually, you’ll select a vendor from a drop-down list with many fields already filled. It’s also easy to track expenses through accounting reports, providing key insights to managers and business owners. When you edit these records, you can make changes to all the fields except Current Balance.


The Vendor Center is the hub for cost transactions within QBO. If you haven’t had a chance to use the Vendor Center or are still new to it, take a look around to gain some familiarity. As you learn about and work in this area of QBO, your confidence will grow—knowing that every Expense you create will get accounted for come tax season! Today, we’ll start out with how to manage the Vendor List.

If QuickBooks isn’t right for your business, consider some feature-rich and affordable QuickBooks alternatives. Read our review of Xero orZoho Books review to learn more. The vendor information spreadsheet must be on the first workbook tab in Excel. QuickBooks Online will consider only the first tab. Ensure you’ve collected all pertinent vendor details, such as their name, employer identification number and rates. QuickBooks lets you easily import suppliers and vendors from other sources in bulk.

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Toapply vendor credit to a customer invoice, go to theCustomermenu, and then click onReceive Payments. Next, select the invoice you want the credits to be added to. Now, selectSet Creditsand click on the credits to apply. Click onDone.Then, click onSave and closethe window.

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