How to register a payment of a loan?

Thanks for taking the time to post your concern here in the Community, rigojr. I can help you register a loan payment using QuickBooks Online (QBO).

Before doing so, I recommend consulting an accountant as they can provide expert guidance on your situation. If you're not affiliated with one, you can visit this link: Find an Accountant.

To register a payment on a loan that includes both principal and interest, we need to set up a Loan Account first. Follow the steps below:

1. Go to the Gear icon then select Chart of Accounts.
2. Select New to create a new account.
3. Set the Account Type to Other Current Liabilities or Long Term Liabilities depending on your loan type.
4. Choose Notes Payable as Detail Type.
5. Enter the name of the loan like “SBA Loan”.
6. Click Save and Close.

Then, record your loan by creating a journal entry. Here's how:

1. Go to +New, then Journal entry.
2. On the first line, select the liability account under the Account column. Enter the loan amount in the Credits column.
3. On the second line, choose the asset account or the appropriate account. Enter the loan amount in the Debits column.
4. Click Save and close.

Once done, let's record your loan payment by creating an expense or a cheque:

1. Go to + New and choose Cheque. Or if you're in the Business view, follow the steps to switch to the Accountant view first. Then come back to these steps.
2. Add a cheque number if you plan to send an actual cheque.
3. If you use direct withdrawal or an EFT, enter Debit or EFT in the Cheque no. field.

Then enter the following in the Category details section of the cheque:

1. Select the liability account for the loan from the Category dropdown on the first line. Then enter the payment amount. (For the principal portion ($4530), select the loan account you created.)
2. On the second line, select the expense account for the interest from the Category dropdown. Then enter the interest amount. (For the interest portion ($470), select the Interest Expense account).
3. On additional lines, add any additional fees. Select the appropriate accounts from the Category dropdown.
4. When you're done, select Save and Close.

For more details about the process, check out this link: Set up a loan in QuickBooks Online

To ensure the loan balance is updated correctly, run a Balance Sheet report. If you need to find a previous payment from another funder for guidance, you can look at past transactions in the Expenses section or run a Transaction Detail by Account report. You can generate this one by going to the Reports section. See the screenshot below for your visual reference.

Regarding the Accounts Payable for SBA, this reflects the amounts you owe to vendors for goods and services received. For loans, you should track the total amount owed in the liability account you created (SBA Loan).

For recording interest expenses, it's best to consult with your accountant regarding the best course of action.

Moreover, you may visit this article to learn how to manage your expenses in QBO by recording them: Enter and manage expenses in QuickBooks Online.

Please let us know if you have additional QuickBooks-related concerns. We'll be more than willing to assist.