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K
KHewitt
May 17, 2021
Question

Linking receipt of inventory to bill already paid

  • May 17, 2021
  • 1 reply
  • 0 views

Quickbooks Desktop Premier 2021.     I have just received inventory goods against a vendor bill that has already been paid.   How do I link this goods receipt to the paid bill?

1 reply

N
Nick K
May 17, 2021

Hello KHewitt,

 

It's great that you're taking advantage of QuickBooks Desktop's inventory features to help you keep track of when your inventory arrives and which vendors you have paid. I can help walk you through how to receive inventory against a bill to a vendor.

 

QuickBooks Desktop Premier makes creating an order, receiving the inventory and paying the vendor easy by following the path progression included in the program. In order to receive inventory for a bill you already paid I'd recommend recording the information on the payment and then deleting it. Once the payment is removed you can follow these steps.

 

  1. Go to Receive Inventory dropdown, then select Receive Inventory with Bill.
  2. On the Enter Bills window that appears:
    1. From the Supplier dropdown, select the supplier.
    2. Select Yes to receive a purchase order for the bill.
    3. Choose the correct PO, then select OK.
    4. Review the information on the Bill.
    5. Select Save & Close.
  3. When you're ready to pay the bill, proceed to Pay Bills.

Once the inventory is received then pay the bill using the information that you recorded from the deleted payment.

 

Going forward I suggest following the steps in this article to process inventory orders and payments.

 

Have a great one!

K
KHewittAuthor
May 18, 2021

Thanks Nick..      I think your solution will work .... but it does involve creating a bill and related payment, and then subsequently deleting both of them and re-entering the same info via the "Receive Inventory with Bill" utility - which is a tad cumbersome but doable.      This sort of problem is fairly rare.

N
Nick K
May 18, 2021

Hi KHewitt,

 

QuickBooks Desktop does it this way to ensure that your accounts are correct and you only enter the items you receive. The other way to add inventory is through: Inventory Activities>Adjust Quantity/Value on Hand. This however is not recommended as it can cause issue with your item cost/profit. 

 

I also welcome you to submit Feedback if you want to have other ways to add inventory to an already paid invoice. All feedback goes straight to our product development team so they can work on looking into ways to have this function added for all users. In order to submit feedback in QuickBooks Desktop you'll need to go to: Help>Send Feedback Online>Product Suggestions. 

 

Hope you have a great day!

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