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FMW
Level 3

Customer and Vendor are one and the same: Record a Transaction

Good afternoon,

   I have a customer who is also a vendor.  (This does not happen but maybe a couple times a year)

This is my issue:

  Customer has a statement balance of $12,0000 as of  May 31.

We had this same customer perform subcontract work for us.  Contract Value:  $19,000. completed on June 10.

We also credited this customer's account in the amount of $3,000.00 June 10. 

So, in the end, we owe this customer/vendor:  $10,000.00

 

How to/Where to create an invoice/or bill to show all these transactions.

 

 

Thank you.

 

 

 

 

 

 

 

 

 

3 Comments 3
katherinejoyceO
QuickBooks Team

Customer and Vendor are one and the same: Record a Transaction

Thanks for sharing your concerns in the Community, @FMW. We can record your barter transactions from the supplier and customer to post both sides of traded transactions. Just ensure that the barter's partner name is both listed as a vendor and a customer. 

 

Since QuickBooks doesn't allow us to save the same name for both customers and vendors, I'd suggest making one of the names slightly different from the other one. For instance, you use Intuit Smith as the customer name, then Intuit L. Smith as the vendor name. 

 

Then, follow the steps below to set up a barter account: 

 

  1. Go to the List menu, then choose Chart of Accounts.
  2. Press these keys together CTRL+N to create a new account.
  3. Choose Bank, then click Continue.
  4. Enter a name for your barter bank account in the field.
  5. Click Save.

 

You can now create and receive a payment for the invoice, then enter and pay the bill for the barter transaction. Here's how: 

 

Create and receive invoice payment for the barter transaction

 

  1. Go to the Customers menu bar, then select Create Invoice.
  2. Select the barter customer, then fill out the invoice as you normally would. 
  3. Click Save.
  4. Go back to the Customers menu, then select Receive Payments.
  5. Choose the barter customer, then from the Payment Method drop-down list, select Add New and then enter "Barter" in the name field.
  6. Click Save, then select the barter bank account you've created in the Deposit To drop-down. 
  7. Hit Save.

To enter a bill for a barter transaction

 

  1. Click Vendors menu, then select Enter Bills.
  2. Fill out the bill as you normally would and then Save it.
  3. Go back to the Vendors menu, then select Pay Bills.
  4. From the Payment Account drop-down menu, select the barter bank account.
  5. Select the bill you want to pay, then enter the amount of the bill payment.
  6. Hit Save.

 

For more insights and tips, check out this article: Set Up a Clearing account. It helps you learn more about how to enter the goods and services you’d enter in an invoice and a bill the products or services you’re exchanging. 

 

I've also attached these articles for your future reference in managing customers and vendors transactions in QuickBooks: 

 

  • Sales and customers. It contains links and topics for all your company's income and customers.
  • Expenses and vendors. It has subtopics that can guide you in recording expenses, pay bills, and write checks. 

 

Let me know if you have additional questions anytime. I'd be glad to assist you further. 

FMW
Level 3

Customer and Vendor are one and the same: Record a Transaction

Thanks for reply, but I don't have the Detail Type.

 

This is QB DESKTOP.

With that exception, all the other entries the same?

 

 

katherinejoyceO
QuickBooks Team

Customer and Vendor are one and the same: Record a Transaction

Thanks for clarifying, @FMW. I have updated the steps above. 

 

Please let me know if you have more questions. We're always delighted to assist you further. 

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