Payments

Hello there, @DTetzlaff.

I appreciate you for taking your time in getting back to us. I'd like to furnish you with additional information on how to link the check you've entered to a Bill.

There are two options on how you can record vendor prepayments or deposits for prepaid parts or services: 

• Use Accounts Payable to record prepayment
• Use an Asset account to track the prepayment

Here's how to record and link your transactions:

1. Create an Other Current Asset (OCA) account to track prepayments.
   1. Go to the Lists menu.
   2. Select Chart of Accounts.
   3. In the Chart of Accounts, right-click anywhere, then select New.
   4. From the Other Account Type drop-down, choose Other Current Asset.
   5. Click Continue.
   6. Enter Prepaid Inventory as the Account Name.
   7. Hit Save & Close.
2. Write a check to your Vendor.
   1. Click the Banking menu.
   2. Select Write Checks
   3. Enter the vendor name, date, and the payment amount.
   4. Go to the Expenses tab.
   5. In the Account column, select the OCA account.
   6. Select Save & Close.
3. Enter the bill when the items arrive.
   1. Select the Vendors menu.
   2. Choose Enter Bills.
   3. Go to the Expenses tab.
   4. Choose the OCA account.
   5. Enter the amount of the prepayment as a negative value.
   6. On the Items tab, enter the items.
   7. Click Save & Close.
4. Pay the bill balance.
   1. Go to the Vendors menu.
   2. Select Pay Bills.
   3. Choose the balance due after the prepayment is applied.
   4. Click Pay Selected Bills.

That should do it! This will allow you to accurately record your vendor prepayments and link it with a bill.

Stay in touch with us here in the Community if you have other questions about managing vendor prepayments in QuickBooks Desktop. I'm always here to help.