Showing results for 
Search instead for 
Did you mean: 
Level 2

Accounts Payable Auditing Workflow

I am a manufacturer and I have a customer ("distributor") that sells my products to wholesalers and sometimes we run special promotions for the wholesaler to be incentivized to buy higher quantity orders, push product sales, etc. These manufacturer promotional incentives are usually a discount, like 10-20% off, which my customer ("distributor") extends to the wholesaler and then turns around and bills us back ("billback") for the discount.


Up until around mid 2019, I was pretty good about entering each billback into QBO as a Bill, however, I got busy during Q3 and Q4 2019 so I got sloppy with entering my billbacks and now I have a lot of these billbacks due. I paid some of these billbacks using Accounts Receivable from the customer but other billbacks were left unpaid. I was able to compile a master spreadsheet of ALL billbacks from 2018-2020 but my question is, what is the best workflow for me to enter all the bills so there aren't any duplicates, and then see which ones I still owe on? I guess I could go one by one but I have hundreds and I don't want to miss anything or pay for bills twice. Any advice on workflow or suggestions would be much appreciated! Thank you!

1 Comment 1
Emily M
QuickBooks Team

Accounts Payable Auditing Workflow

Hey there, @ehong33234.


Let’s get you back to business and see what options we have for a workflow to enter bills, so there aren’t any duplicates. QuickBooks includes a feature that will alert you if multiple bills are duplicated.


Let me guide you on how to turn the alert on:

  1. Go to + New icon.
  2. Click Account and Settings.
  3. Pick Advanced.
  4. Locate Other Preferences.

After you can enter and pay bills, you can pay them at the same time. Here’s how:

  1. Select the + New button.
  2. Pick Bill.
  3. From the Vendor ▼ drop-down menu, choose your preferred vendor.
  4. Locate the Terms ▼ drop-down menu, find your preferred bill’s term. 
  5. Verify the Bill date and specify the Due date for the bill.
  6. In Bill no. field, enter a number or reference to distinguish this bill from others from the same vendor.
  7. From the Location ▼ drop-down menu, choose a location to assign the invoice to a specific worksite or business segment. It would be best if you turned on Location tracking to see this field. 
  8. Enter the other needed information under the Category and Item details, then select Save and close.

For more information about entering and paying bills, check this article out: 


Some customers have found this link about payment details and history helpful:


Should you have other questions, comment below. I’m here to lend a helping hand. I hope you have a wonderful evening.

Need to get in touch?

Contact us
Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up