Is there a way to receive inventory and enter the bill for it later like in desktop where the item receipt is tuned into the bill? The warehouse can't be entering bills.

Hi there, YBA.

I appreciate your effort in posting to the Community about the ability to receive inventory and enter bills in QuickBooks Online (QBO).

Currently, the option to enter a bill for an item receipt is unavailable in the online version of QuickBooks. While this functionality is present in the desktop version to record the corresponding payable for item receipts, QBO directly creates purchase orders for vendors when they are ready to purchase more products.

In your situation, you can create and send purchase orders (PO) to inform suppliers of your intention to make a purchase, which can then be converted into expenses, bills, or checks. This allows your Accounts Payable (A/P) team ample time to record it as a bill or expense in QuickBooks once the supplier accepts the PO.

To include it as an expense, bill, or check, ensure your bills are set up to display the items table, allowing you to itemize your products and services. Please refer to the steps below:

1. Go to the Gear icon and select Account and Settings.
2. Choose Expenses.
3. In Bills and Expenses, select Edit.
4. Turn on the following: Show Items table on expense and purchase forms, Show Tags field on expense and purchase forms, Track expenses and items by customer, and Make expenses and items billable.
5. Select Save, then Done.

Next, you can add a purchase order to an expense, bill, or check. Additionally, familiarize yourself with when to use expenses or bills. After that, follow these steps:

1. Click the + New icon.
2. Choose Expense, Cheque, or Bill.
3. Select the supplier from the Payee dropdown.
4. Click Add for the correct purchase order. This adds the items from the purchase order and shows them in the Item Details section.
5. Select Save and Close.

Moreover, you can run a monthly expense report by a supplier to see how much you pay your suppliers each month. This will help you keep track of your expenses and manage your finances.

I’m here if you need further assistance managing inventory or bills in QuickBooks, YBA. Just hit the Reply button to post your questions here. Have a great day!