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Review payees and entities in Books Close

by Intuit• Updated 4 days ago

Payee and entity review in Books Close helps you maintain accurate vendor and customer records before finalizing your client’s monthly close. Use these tasks to track contractors, identify and resolve duplicate payee and customer entries, and review newly created payees, customers and accounts directly in Intuit Accountant Suite.

Prerequisites

To access and manage payee and entity reviews, your firm must have added Books Close to Intuit Accountant Suite Core or Accelerate. 

Manage W9/1099 payees 

The W9/1099 management task helps you proactively track 1099-eligible vendors for the current year and, if needed, the prior year. It displays a grid of all vendors and their details from QuickBooks, so you can manage eligibility, attach W-9 documents, and launch the Form 1099 filing process from one place.

  1. From the File review page for a selected client and close period, select Payee/entity review to expand the section. Then select W9/1099 management. You’ll see the payee grid where you can review and adjust information related to each vendor. 
  2. Select Edit inclusions to define which transactions count toward the YTD Eligible Amount for the client. You can set inclusions across two dimensions: Chart of Accounts (for example, Contract Labor or Rent) and Payment Method (for example, Checks or ACH). These configurations persist across sessions. 
  3. You can filter the displayed grid with the following options:
    • Year: Select to toggle between Prior Year and Current Year..
    • Status: Select to filter the grid between To-do (default), Marked resolved, or All.
    • Eligibility: Select to filter by Eligible (default), Not eligible, or All.
  4. Review the displayed information and make any necessary changes:
    • Vendor: Clicking the vendor name opens their page in the client’s QuickBooks Online file.
    • EIN/TIN: Displays the vendor’s tax identification number on file.
    • Entity Type: Identifies the classification of the contractor.
    • Email: The contact email address for the vendor.
    • Address: Displays location details including Street, City, State, and Zip.
    • Files: Click + (plus icon image) to upload W-9s or related documents directly to that vendor line.
    • 1099 Needed: Defaults to blank. Select to toggle to Yes or No based on your assessment.
    • W9 Received: Select the checkbox to confirm receipt of physical or digital W-9 forms.
    • 1099 Type: Defaults to blank. Select to toggle to NEC or MISC based on your classification.
    • YTD Eligible Amount: Starts at $0 and populates dynamically based on your COA and payment method inclusions. Select a value to drill down into the individual transactions that make up that total.
    • YTD Total Amount: The total amount paid to the vendor during the selected year, regardless of your inclusion settings.
    • Status: Select Image Alt Text to mark individual vendor reviews as Resolved.
  5. To file a Form 1099, select File 1099s to launch the filing workflow in QuickBooks.

Review new vendors

The New vendors task displays any vendors or payees added during the selected period of time. Use this task to double-check that each entry was created correctly.

  1. From the File review page for a selected client and close period, select Payee/entity review to expand the section. Then select New vendors. You’ll see the payee grid where you can review and adjust information related to each vendor. 
  2. You can filter the displayed grid with the following options:
    • Status: Select to filter the grid between To-do (default), Marked resolved, or All.
    • Date range: Select to filter by various dates. Close period is the default. 
  3. Review the displayed information and make any necessary changes:
    • Vendor: Select the name to open their specific page in the client's QuickBooks Online file.
    • Txn. Count: Shows the total number of transactions associated with the payee within the selected timeframe.
    • Total paid: The total dollar amount paid to the entity. Select the total paid to drill down into the underlying transactions.
    • Email: The contact email address currently on file for the specific entity.
    • Address: Displays location details across several columns.
    • Actions: Select Inactivate to deactivate the payee in QuickBooks if they were created in error or are no longer needed.
    • Status: Select Image Alt Text to mark individual vendor reviews as Resolved.

Review new customers

The New customers task displays any customers added during the selected period of time. Use this task to double-check that each entry was created correctly.

  1. From the File review page for a selected client and close period, select Payee/entity review to expand the section. Then select New customers. You’ll see the customer grid where you can review and adjust information related to each customer. 
  2. You can filter the displayed grid with the following options:
    • Status: Select to filter the grid between To-do (default), Marked resolved, or All.
    • Date range: Select to filter by various dates. Close period is the default. 
  3. Review the displayed information and make any necessary changes:
    • Customer: Select the name to open their specific page in the client's QuickBooks Online file.
    • Txn. Count: Shows the total number of transactions associated with the customer within the selected timeframe.
    • Total received: The total dollar amount received from the entity. Select the total to drill down into the underlying transactions.
    • Email: The contact email address currently on file for the specific entity.
    • Address: Displays location details across several columns.
    • Actions: Select Inactivate to deactivate the customer in QuickBooks if they were created in error or are no longer needed.
    • Status: Select Image Alt Text to mark individual customer reviews as Resolved.

Review new accounts

The New accounts task displays any accounts added during the selected period of time. Use this task to double-check that each entry was created correctly.

  1. From the File review page for a selected client and close period, select Payee/entity review to expand the section. Then select New accounts. You’ll see the account grid where you can review and adjust information related to each account. 
  2. You can filter the displayed grid with the following options:
    • Status: Select to filter the grid between To-do (default), Marked resolved, or All.
    • Date range: Select to filter by various dates. Close period is the default. 
  3. Review the displayed information and make any necessary changes:
    • Account Name: Select the name to open the account's specific page in the client's QuickBooks Online file.
    • Txn. Count: Shows the total number of transactions associated with the account within the selected timeframe. Select the count to drill down into the underlying transactions.
    • Account Type: Displays the classification of the account (e.g., Income, Other Income, Bank, Other Current Assets, Fixed Assets).
    • Actions: Select Inactivate to deactivate the account in QuickBooks if it was created in error or is no longer needed.
    • Status: Select Image Alt Text to mark individual vendor reviews as Resolved.

Review duplicate vendors

Intuit Accountant Suite automatically identifies vendors in your client’s books that may be duplicates. The Duplicate vendors task gives you a centralized hub to compare, consolidate, or deactivate duplicate customers before closing the books. 

By default, potential duplicates are grouped together so you can review them side by side.

  1. From the File review page for a selected client and close period, select Payee/entity review to expand the section. Then select Duplicate vendors. You’ll see the account grid where you can review and adjust information related to each group of potential duplicate listings. 
  2. You can filter the displayed grid with the following options:
    • Status: Select to filter the grid between To-do (default), Marked resolved, or All.
  3. Review the displayed information and make any necessary changes:
    • Vendor: Select the name to open their specific page in the client's QuickBooks Online file. Duplicate groups are collapsed under a shared header showing the count of potential matches (for example, "Starbucks (2)").
    • Txn. count: Shows the total number of transactions associated with each individual record.
    • Total paid: The total dollar amount paid to vendors. Select the total to drill down into the underlying transactions.
    • Email: The contact email address currently on file for the specific entity.
    • Address: Displays location details across several columns.
    • Actions: Select Merge on a each sub-row to open the Consolidate vendor? modal to resolve the duplicate entries.
    • Status: Select Image Alt Text to mark individual vendor reviews as Resolved.

Review duplicate customers

Intuit Accountant Suite automatically identifies customers in your client’s books that may be duplicates. The Duplicate customers task gives you a centralized hub to compare, consolidate, or deactivate duplicate customers before closing the books. 

By default, potential duplicates are grouped together so you can review them side by side.

  1. From the File review page for a selected client and close period, select Payee/entity review to expand the section. Then select Duplicate customers. You’ll see the account grid where you can review and adjust information related to each group of potential duplicate listings. 
  2. You can filter the displayed grid with the following options:
    • Status: Select to filter the grid between To-do (default), Marked resolved, or All.
  3. Review the displayed information and make any necessary changes:
    • Customer: Select the name to open their specific page in the client's QuickBooks Online file. Duplicate groups are collapsed under a shared header showing the count of potential matches (for example, "Starbucks (2)").
    • Txn. Count: Shows the total number of transactions associated with each individual record.
    • Total Received: The total dollar amount received from customers. Select the total to drill down into the underlying transactions.
    • Email: The contact email address currently on file for the specific entity.
    • Address: Displays location details across several columns.
    • Actions: Select Merge on a each sub-row to open the Consolidate customer? modal to resolve the duplicate entries.
    • Status: Select Image Alt Text to mark individual customer reviews as Resolved.
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