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D
Deadwood Al
October 2, 2023
Question

Bills from vendors on auto-pay

  • October 2, 2023
  • 1 reply
  • 0 views

QBDT Pro 2023

Looking for suggestions on handling the entry of bills, tracking due dates, and recording payment of vendors who are on auto-pay (normally drafted from our account). I prefer entering the bill for tracking and budget review purposes rather than simply writing checks without printing them, but would like to hear of some options that the community has used to simplify while keeping the GL current.  Thanks in advance.

1 reply

J
JamesAndrewM
October 2, 2023

I'll share information that could help you.

 

If every information in the bill is the same, you may consider setting up recurring bills. Here is how:

 

  1. Enter the transaction the way you want it to show up each month. Do not select Save. If a field contains info that may change, leave the field blank. For example, leave the Memo field blank on a recurring check so you can enter a different memo.
  2. From the Edit menu, select Memorize [Transaction Name]. For example, Memorize Check.
  3. Enter a Name. Then, decide how you want QuickBooks to handle it.

 

For detailed information, refer to this article: Create, edit, or delete memorized transactions.

 

Otherwise, you will have the happy path of entering bill and bill payments as you normally would. You can visit these articles for the detailed process: 

 

 

As for your tracking of due dates, you can use the AP Aging Detail/Summary and Unpaid Bills Detail Report. 

 

I will leave this article you can use in the future: Export reports as Excel workbooks in QuickBooks Desktop.

 

Feel free to post here again if you have further QuickBooks-related concerns. We are available 24/7 to lend a hand with each of your queries. Stay safe!

D
Deadwood AlAuthor
October 4, 2023

Thanks for the info ... The suggestion on using Memorized Transactions is a very good one, and I'll work into that.

 

I still would like more info / documentation, however, on the process of "schedule online payments", especially in then marking the invoice(s) as paid. I'm going to try one to walk through the process, but I'd like to read up on how QB planned the process to work. I've searched for "schedule" and "online" but nothing seems to come up for "schedule online payments". If you know of specific documentation for that, I'd appreciate it.  

 

Thanks again.

DivinaMercy_N
DivinaMercy_N
October 4, 2023

Hello there, @Deadwood Al. I'll help you get a documented guide about processing scheduled online payments in QuickBooks Desktop (QBDT).

 

I appreciate you getting back here and considering the recommendation of my colleague. To know how you can set up a scheduled online payments in QBDT, you can go to the For future bill payments section of this article: Pay bills online from QuickBooks Desktop. 

 

Additionally, to further know information about this process, just scroll down to the Frequently asked questions (FAQs) part of the same article.

 

If there's any other thing you want to ask or know about managing vendor transactions, please drop a reply below. I'd be glad to provide additional assistance. 

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