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kingrecycling
March 16, 2023
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Two level vendor processing

  • March 16, 2023
  • 1 reply
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I work in an industry where we transfer waste through an intermediate transfer station.  We prepare a weigh ticket from our scale when the trucks come in with the waste - this is billed to customers.   I am trying to reduce manual entry of customer weigh tickets and so am going to set up the inbound loads to import as Sales Orders so that they can be batch billed but there are a lot of one-time customers who won't be in the billing system yet.   Any thoughts on how to do that?

We also prepare a weigh ticket from our scale to move the waste to the final/next transfer station.   For this we have haulers take the load and dump it at the next stop.  We need to pay the hauler and the next transfer station for each load.   Is there a way to use the purchase order tool to reconcile both the hauler invoices and the transfer station invoices without having to create two separate uploads of exactly the same data?   (Each also produces their own trip/ticket number.)    Or do I have to create a clearing account through the gl for each of the haulers and each of the transfer stations?

Best answer by Rubielyn_J

Thanks for getting back to this thread, @kingrecycling. Allow me to chime in and help clarify things for you.

 

I understand the value of having the option to import outbound scale tickets as purchase orders into QuickBooks Enterprise. However, this option is currently unavailable.

 

You can only import things like your bank transactions, accountant’s changes, general journal entries, and batch transactions. You can also import your customers and vendors.

 

Lastly, here are the following available and accepted file format you can utilize when importing data into QuickBooks Desktop:

 

 

For more information, you may check out this link for your reference: Import and export data in QuickBooks Desktop.

 

Otherwise, you may consider checking out for any third party app that integrates well with QuickBooks and offers a seamless data importation. 

 

If you have any additional queries about importing data into QuickBooks, please let me know. I'll try to respond to them as best I can. Please take care!

1 reply

M
MadelynC
March 16, 2023

Look no further, help has arrived so you can process these vendor events correctly in QuickBooks, @kingrecycling.


For your first question, you can record billable expenses in QuickBooks Online (QBO) to bill your customers. However, you need to add the customer to the program to track and reimburse the cost accurately.


Before that, you’ll want to turn the Billable expense feature on to get started. I’m glad to show you the steps:

 

  1. Go to the Gear icon, then select Account and settings.
  2. Go to the Expenses tab.
  3. From the Bills and expenses section, tap the Pencil icon to edit.
  4. Turn on the following:
    • Show Items table on expense and purchase forms
    • Track expenses and items by customer
    • Make expenses and items billable
  5. You can also set up the following:
    • Markup rate
    • Billable expense tracking
    • Sales tax charge
    • Bill payment terms
  6. Select Save and Done after.


Then, you can follow steps 2 and 3 in this reference to make billable expenses and how to add them to your invoices: Enter billable expenses.


Instead of using a purchasing tool and creating a clearing account to manage each of the haulers and transfer stations, you can utilize Location tracking to categorize your data properly. With this, you can pay your hauler and allocate a specific station for each transaction. This feature also lets you see all the payments for one location and deposit them as a group if you want.


Check out this guide to activate and add a location in QBO: Set up and use location tracking.  


This page will give you more details about your business and cash flow through proper bookkeeping practices: Expenses and suppliers.


If you need further assistance with managing your vendor transactions, feel welcome to reach back out. I’ll be here and ensure everything is taken care of. Have a great day!

K
kingrecyclingAuthor
March 16, 2023

Hi there, thanks for the reply.  For the second question, I don't think I was clear. I don't bill the haulers or transfer stations, they bill me for their services (trucking and dumping, respectively.)   Our customers dump their waste here, for which we bill them at varying rates.   Then we process the waste and ship it to other transfer stations who bill us for each load we drop.   The trucks that transfer it for us (the haulers,) also bill us for the service of hauling it there for us.   From our end, our scale ticket for the hauling and the dumping are the same ones.   We currently reconcile these activities through a series of spreadsheets.   What I am hoping is that I can import our "outbound" scale tickets into QB Enterprise as "purchase orders" or some other mechanism, so that when I get the hauler invoices, I can just tick their POs against an invoice to produce their invoice (as opposed to reconciling it in a spreadsheet.)   But the exact same information, formatted differently also is used to reconciled the loads dropped at the transfer stations (truck no, gross and tare weight and our ticket number.)  The only addition is their ticket number, which we reconcile against ours to make sure their are no missed or duplicated charges.

I guess I could set them up as cc accounts as well, so that their reconciled transactions would produce their invoice.  But then how would I import that data?  As bills?

Are there import templates available for QB Enterprise the way there are for QBO?

Rubielyn_J
Rubielyn_JAnswer
March 16, 2023

Thanks for getting back to this thread, @kingrecycling. Allow me to chime in and help clarify things for you.

 

I understand the value of having the option to import outbound scale tickets as purchase orders into QuickBooks Enterprise. However, this option is currently unavailable.

 

You can only import things like your bank transactions, accountant’s changes, general journal entries, and batch transactions. You can also import your customers and vendors.

 

Lastly, here are the following available and accepted file format you can utilize when importing data into QuickBooks Desktop:

 

 

For more information, you may check out this link for your reference: Import and export data in QuickBooks Desktop.

 

Otherwise, you may consider checking out for any third party app that integrates well with QuickBooks and offers a seamless data importation. 

 

If you have any additional queries about importing data into QuickBooks, please let me know. I'll try to respond to them as best I can. Please take care!

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