How do i record fuel purchases ?

sales35 · ‎April 04, 2019

AlcaeusF · ‎April 04, 2019

Hello sales,

Thank you for dropping by here in the Community. I'm here to help record fuel purchases in QuickBooks Online.

You can use bills, cheques, and expenses to record fuel purchases into the system. Expense is the most common as generally you pay for fuel upfront. First, you'll need to add the supplier before creating the transactions. You can create a generic one for petrol or if you would prefer to keep suppliers separate you can set one up for each place you frequent.

Here's how:

On the left panel, click Expenses.
Go to the Suppliers tab.
Click New supplier.

You can then create the expense, selecting an expense account, you may want to set up a specific expense account in the chart of accounts to use for fuel expenses. That will then make it easier to track the expenses on the P & L reports .

Please be sure to let me know if you need further assistance with the purchases, and I'll be more than happy to help you accomplish it.

View solution in original post

AlcaeusF · ‎April 04, 2019

Hello sales,

Thank you for dropping by here in the Community. I'm here to help record fuel purchases in QuickBooks Online.

You can use bills, cheques, and expenses to record fuel purchases into the system. Expense is the most common as generally you pay for fuel upfront. First, you'll need to add the supplier before creating the transactions. You can create a generic one for petrol or if you would prefer to keep suppliers separate you can set one up for each place you frequent.

Here's how:

On the left panel, click Expenses.
Go to the Suppliers tab.
Click New supplier.

You can then create the expense, selecting an expense account, you may want to set up a specific expense account in the chart of accounts to use for fuel expenses. That will then make it easier to track the expenses on the P & L reports .

Please be sure to let me know if you need further assistance with the purchases, and I'll be more than happy to help you accomplish it.

sales35 · ‎April 04, 2019

Hi

Thank you for your reply

So if i go to different petrol stations and buy fuel , i need to create a new supplier for when adding the expense each time ?

Would i just name the new supplier something like ' Diesel & Petrol" ?

Many thanks

MirriamM · ‎April 04, 2019

It's good to see you here again, sales35,

I appreciate your fast reply.

In line with your concern, you are correct. If you'd want to track the fuel purchases of different petrol stations, then you can create a new supplier and name it Petrol/Diesel. Just follow the steps provided by my colleague AlcaeusF.

Feel free to visit us again if you have further questions in managing your QuickBooks Online account, I'm always here to assist. Have a great day!

Gt det9 · ‎May 15, 2021

If I put fuel as a bill how do I change to expenc

e pls

Jen_D · ‎May 15, 2021

Joining the thread to share some information about this, @Gt det9,

At the moment, we cannot cannot convert a bill directly into an expense. This is because they have different transaction journals and are reported differently in your books.

You'll have to create the expense and then delete the bill after. To delete an entry in QuickBooks, you only need to open the transaction and press More at the bottom. The option to Delete will automatically come after that step.

Also, here is are some tutorial articles about that:

Now to create an expense, press the + New icon and choose the transaction you need there.

Please post here again if there's anything else you need help with. I'll be more than happy to guide you further with recording expenses and share other QuickBooks insights. Have a good day!

PZaczek · ‎March 16, 2022

Hi. Sorry but it seems to be bit odd.

I'm using phone app to snap a reciepts for diesel.

In app you can pick category for the expense. What category to pick? As there is nothing to account for fuel expenses.

I'm using qb online

AbegailS_ · ‎March 16, 2022

Thank you for posting here in the Community. I can provide some clarification about the categories in QuickBooks Online.

While we can't recommend which categories to use, I would suggest consulting an accountant. This is to make sure that the transactions are classified accurately.

To learn more about how you can manage your expenses in QuickBooks Online, check out this article: Enter and manage expenses in QuickBooks Online

Let me also share this link for reference: Reconcile an account in QuickBooks Online. This provides detailed steps in matching your bank and QuickBooks balance efficiently.

Should you need anything else, don't hesitate to leave a comment below. I'm always right here to help.

paul72 · ‎March 16, 2022

@PZaczek wrote:
Hi. Sorry but it seems to be bit odd.
I'm using phone app to snap a reciepts for diesel.
In app you can pick category for the expense. What category to pick? As there is nothing to account for fuel expenses.
I'm using qb online

Create an Expense Account (I think there is a generic Auto or Motor Expense subcategory).

You can have one account for all Motor Expenses (fuel, repairs, etc) or you can create separate accounts/categories to itemise different motoring expenses (one for fuel, one for repairs, etc).

Hope this helps.

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How do i record fuel purchases ?