how to categorize an expense

I'm here to guide you on how to handle your expenses in QuickBooks Desktop, @Patsypat20,

There are a couple of things you need to consider before you start recording payments outside US. Here are some:

Is the vendor paid using Canadian Dollar or US Dollar?

Is the service performed outside US?

Will the service be paid at a later time or immediately?

If you pay the foreign company using their own currency, you will need to enable Multicurrency. Follow the steps below:

1. Go to the Edit menu and click Preferences. 
2. In the left Preferences list, click Multiple Currencies.
3. Click the Company Preferences tab to display the preference options. 

After you turn on the feature, you'll be able to assign a currency to any vendors. To set up a contractor with different currency, refer to the steps below:

1. Choose Vendors then Vendor Center.
2. Click the New Vendor drop-down arrow and select New Vendor.
3. In the Vendor Name field, enter the name of the vendor as you'd like it to appear on your Vendors list..
4. Click the Currency drop-down arrow and select the currency you use with this vendor. For example, if the vendor is in Canada, select Canadian Dollar (CAD).
5. On each tab, enter information as needed.
6. Click OK.

Also, as long as the foreign contractor is not a U.S. citizen and the services are wholly performed outside the U.S., then no Form 1099 is required. However, they must complete a W-8BEN Form to certify that he or she is not a U.S. person.

You aren't required to submit the W-8BEN Form to the I.R.S. Keep this file in case there is an audit on why no Form 1099 was issued for this vendor.

Lastly, you need to set up an expense account for the showroom fee in QuickBooks. Here's how:

1. From the Lists tab, go to Chart of Accounts.
2. Right-click anywhere then click New.
3. Select the appropriate account type (Expense), then click Continue.
4. In the Account Name field, enter the name of the account (Showroom Fee).
5. Add a Description and Note fields, then enter additional information about the account.
6. (Optional) If applicable, click Enter Opening Balance and enter opening balance information for the account and click OK.
7. Click Save & Close.

Now you can assign this item to a bill if it is to be paid at a later time or a check for cash based transactions.

Let me know if you have any questions about this or need additional help, let me know in the comment. I'm always here to help you. Have a wonderful day!

It's nice to see you again, @Patsypat20!

Assigning a foreign currency account to adjustment is unavailable because QuickBooks will create the adjustment base on your default exchange rate and home currency.

Also, you don't need to create a bill for the Showroom if you pay them instantly. Instead, writing a check is proof that you have created an expense for them.

I'm adding these helpful articles for more ideas in recording your expenses: Income and Expenses.

Let us know in the comments if you need more help. Thanks!