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skcirvine
June 8, 2023
Question

Expenses tied to Customer in QBO Online

  • June 8, 2023
  • 2 replies
  • 0 views

Forgive me everyone, I'm pretty new to QBO Online and I am having an issue getting something set-up correclty.  

 

Background:  I have a small property management company and I have to use an outside system PMS (property management system) that does the monthly invoices.  There is no API or link between that and QBO online and I MUST use the PMS to payout the owner.  Each month I have expenses that I incur on behalf of the owner and I take those proceeds from rent collected.  With Desktop, I had the ability to use the Customer Field to map these expenses to the Customer (Property and Owner) and I would uncheck the billable box.

 

In QBO, I can't seem to find the Customer section in the register.

 

As a reali life example, we purchase a lot of items at Costco.  In one single purchase, there are mutiple items that are purchased for various property locations.

 

I'm looking for a way for me and the book keeper to assign these as needed.  Help.

2 replies

DivinaMercy_N
DivinaMercy_N
June 8, 2023

Hi there, @skcirvine. Thanks for choosing QuickBooks Online (QBO) as your accounting partner. I got your back to help tie the expense to your customer. 

 

I appreciate you sharing the detailed information about your concern. In QBO, there's no Customer section in the bank register. That said, you have to open manually the expense transaction and select the name of the customer there. Here's how:

 

  1. Select the Accounting menu and choose Chart of Accounts.
  2. Then, look for the account where the transactions are allocated.
  3. Click the View Register option to see the list of the transactions. 
  4. From there, look for the expense transactions and click it.
  5. Next, select the Edit button.
  6. Scroll down to the Category or Item details section and choose the name of the customer in the Customer/Project field.
  7. When done, click Save and close. 

 

For reference on managing expense transactions, check out this article: Enter and manage expenses in QuickBooks Online.

 

I'm always here ready to lend a hand if you have other concerns managing your transactions in QBO. Have a great day ahead and stay safe. 

S
skcirvineAuthor
June 8, 2023

I am not able to see the category with View Register, could this be that I have that category classed as COGs?

Candice C
Candice C
June 8, 2023

Good afternoon, @skcirvine. 

 

Thanks for chiming back in and asking additional questions. 

 

Before digging further, I'll need to gather some additional information from you: 

 

  • Provide me with a screenshot of how the register appears
  • Are you able to see the category when you click edit on the transaction like the steps my colleague gave? 

 

In the meantime, you can check out this guide: Learn about the chart of accounts in QBO. 

 

This will help me determine why you're unable to see the category listed on a transaction in the register. I'll be back around shortly to check in!

Fiat Lux - ASIA
Fiat Lux - ASIA
June 9, 2023

@skcirvine 

Which PMS do you have?

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