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Intuit

Manage vouchers in QuickBooks Desktop after a financial exchange

Learn how to find and record vouchers in QuickBooks Desktop after a financial exchange from QuickBooks Point of Sale.

After a financial exchange, there are three voucher transaction types that can be entered in QuickBooks Desktop:

  • Item Receipt: Like a bill, an Item Receipt is a transaction that will affect the QuickBooks Desktop Accounts Payable account and Vendor Balance. If you open the Item Receipt in QuickBooks Desktop, you can select the Bill Received checkbox and the Item Receipt will convert to a bill and be available to pay.
  • Bill: A voucher is equal to a bill in QuickBooks Desktop and will affect the Accounts Payable account and Vendor Balance.
  • General Journal Entry: Using a General Journal Entry will affect Unbilled Purchases.

Note: While vouchers are in Unbilled Purchases, Fees and Discounts are not reflected.

Step 1: Set billing information preferences in QuickBooks Point of Sale

Before you create a voucher, set your billing information preferences in QuickBooks Point of Sale. Here’s how.

  1. Go to File, then select Preferences.
  2. Select Company, then select Receiving.
  3. From Enter Billing Information in Point of Sale:
    1. Leave the checkbox clear if you want to create an Item Receipt in QuickBooks Desktop.
    2. Select the checkbox if you want  to create any of these transaction types when you create a voucher in QuickBooks Point of Sale.

Step 2: Choose your billing information

If you select Enter Billing Information in Point of Sale when you create a voucher in QuickBooks Point of Sale, Billing Info will be available and you can choose one of the three options:

  • Mark the voucher as already paid: This creates an Item Receipt in QuickBooks Desktop after the financial exchange. To do this, select Billing Info then select Mark this voucher as already paid.
  • Enter the billing information from the vendor invoice: This creates a bill in QuickBooks Desktop after the financial exchange. To use this, select Billing Info, then Enter the billing information from the vendor invoice. Then, you can pay the bill by selecting Vendors and Pay Bill.
    • Note: You need an invoice number to create the bill. Make sure to enter the Payee, Bill Date, and Invoice Due date, then select the terms. This will allow QuickBooks Desktop to age the bill appropriately.
  • Create a general journal entry: If you don’t select Billing Info, a general journal entry is created in QuickBooks Desktop. This affects the Inventory Asset account and Unbilled Purchase account, which is used as a holding account before affecting Accounts Payable.
    • Note: After the voucher’s been saved, you can come back to enter the billing information. During the next financial exchange, a journal entry is created in QuickBooks Financial and the balance will move from Unbilled Purchases and a bill is created.

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