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Accounts Payable workflows in QuickBooks Desktop

Learn about the Accounts Payable workflows you can use in QuickBooks Desktop.

Accounts Payable is the record of outstanding bills for your business. This is used so you can track the money you owe your suppliers. The first time you enter a bill, QuickBooks will add Accounts Payable to your Chart of Accounts. Then, when you enter or pay a bill, QuickBooks records the transaction to your Accounts Payable account.

Accounts Payable workflows

There are 2 Accounts Payable workflows available in QuickBooks Desktop. To record your Accounts Payable transactions, choose the workflow that best suits your business and follow the steps for creating each transaction.

Workflow 1: Pay bills that have a purchase order

Use this workflow if your business tracks the goods and services you order.

Note: Purchase orders are only available in QuickBooks Desktop Pro, Premier, and Enterprise.

Accounts Payable workflow 1

  1. Create a purchase order.
  2. Receive your inventory.
  3. Enter your bills against the inventory.
  4. Pay your bills.

Workflow 2: Pay bills that don’t have a purchase order

Use this workflow if your business doesn’t track the goods and services you order.

Accounts Payable workflow 2

  1. Enter your bills.
  2. Pay your bill.


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