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Jonathan07
Level 2

Bills

In QB Pro 2013:

 

Can I edit multiple bills? Either the amount or terms for example.

 

Let's I need to change all my bills for a certain vendor to "Due on Receipt", can I do that for all of them or do I need to go to each bill and change it?

 

Also, when I pay bills, can I just pay them as checks/bill payments (that aren't assigned to bills) as a means to pay them without having to break them up since I often pay bills in partial payments? I'm thinking this must be possible but I can't seem to figure out how or why my balance with that vendor is all wonky.

 

Any help will be appreciated.

 

Thanks. 

8 Comments 8
Fiat Lux - ASIA
Level 15

Bills


@Jonathan07 wrote:

In QB Pro 2013:

 

Can I edit multiple bills? Either the amount or terms for example.

 

Let's I need to change all my bills for a certain vendor to "Due on Receipt", can I do that for all of them or do I need to go to each bill and change it?

Consider utilize the trial period of these 3rd party tools. Export your data out, modify them, and reimport back to your file. Make sure to set filter to avoid any duplication.

https://transactionpro.grsm.io/qbd

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

 

The template should be like this

VendorTransaction DateRefNumberBill DueTermsMemoAddress Line1Address Line2Address Line3Address Line4Address CityAddress StateAddress PostalCodeAddress CountryVendor Acct NoExpenses AccountExpenses AmountExpenses MemoExpenses ClassExpenses CustomerExpenses BillableItems ItemItems QtyItems DescriptionItems CostItems ClassItems CustomerItems BillableUnit of MeasureAP AccountCurrencyExchange Rate
Bell Telephone01/09/202012301/10/2020Net 30Office TelephoneBell Telephone1 Main Street  NewtonNY12345USA Telephone1000Sales Line              
Bell Telephone01/09/202012301/10/2020Net 30Office TelephoneBell Telephone1 Main Street  NewtonNY12345USA Telephone500Service Line              
Ajax Lumber01/09/202040001/10/2020Net 30RepairsAjax Lumber200 Smith Street  AnytownNY11111USA Repairs750Front Door              

 

Jonathan07
Level 2

Bills

Thank you so much. 

 

However, does this include the editing of the bill date/information?

 

For example I want to change the amounts that we were billed to a different amount. Can I then utilize these 3rd party tools to make changes to all of the bills simultaneously? Or are those party tools just for editing vendor information? 

 

Thanks.

Jonathan07
Level 2

Bills

When paying in advance for a bill to be received (of which we don't know the amount), do we need to make a bill first with a random amount and then apply the payment to it or can we just do a check to that vendor and it will be applied to the balance of that vendor [automatically]?

 

Thanks.

Fiat Lux - ASIA
Level 15

Bills

You may modify any available field data in bulk and reimport them in bulk also. The template I have shared is for Bill. You will get another template for Vendor List

Vendor NameIs ActiveCompany NameSalutationFirst NameM.I.Last NameContactPhoneFaxAlt. PhoneAlt. ContactEmailPrint on CheckAddress Line1Address Line2Address Line3Address Line4Address CityAddress StateAddress PostalCodeAddress CountryShip Line1Ship Line2Ship Line3Ship Line4Ship CityShip StateShip PostalCodeShip CountryVendor TypeTermsTax IDEligible for 1099 Account NumberCredit LimitNotesPrefill AccountBilling RateCurrency
Java CoffeeYJava CoffeeMr.JohnN.WashburnJohn Washburn[removed][removed][removed]Karen Jones[email address removed]Java CoffeeJava Coffee1 Main Street  WashingtonDC12345USA        CommercialNet 30[removed]Y123451000This is a new vendor.   
Home DepotYHome DepotMs.JaneA.BurnsJane Burns[removed][removed][removed]John Dime[email address removed]Home DepotHome Depot1 Tree Street  ChicagoIL12345USA        CommercialNet 30        
BooksmithYBooksmith     [removed][removed][removed]  BooksmithBarnes and Noble1 North Street  ChicagoIL12345USA        CommercialNet 30        

 

Jonathan07
Level 2

Bills

It appears to me that it is for vendor information and NOT the amount of the bill or the terms, etc.

Am I wrong?

 

Also, did you see my above question? It is just above your last response.

 

Thanks so much for your time and energy.

Fiat Lux - ASIA
Level 15

Bills

Every transaction type will need a different template. Term of payment and amount of the bill you will find in the fisrt template I have shared. You should install the license to get a picture how it works.

Jonathan07
Level 2

Bills

Thank you.

 

Regarding my second question.

 

What happens if I want to pay in advance for a bill? How would you go about doing that?

 

Thanks.

BettyJaneB
QuickBooks Team

Bills

Hello there, @Jonathan07

 

When it comes to your second question, I suggest creating a check first to pay a bill in advance. Once you already have the exact amount of the bill, you may link it to the check you've made.

 

Let's start with writing a check:

  1. Go to the Banking menu, then select Write Checks.
  2. Enter the vendor name, date, and payment amount.
  3. Go to the Expenses tab. In the Account column, enter Accounts Payable.
  4. In the Customer:Job column, select the drop-down, then choose the vendor name.
  5. Select Save & Close.

If you already have the amount of the bill to be paid, you can now enter them.

 

Here's how:

  1. Go to the Vendors menu.
  2. Select Enter Bills.
  3. Fill in the necessary information.
  4. Select Save & Close.

After that, you can now link the check to the bill:

  1. Go to the Vendors menu.
  2. Hit on Pay Bills.
  3. Highlight the bill you want to associate with the prepayment.
  4. Select Set Credits.
  5. The prepayment will display in the Set Credits screen. Make sure it is checked, then select Done.

You may refer to this link for more details about this procedure: Record vendor prepayments or deposits for prepaid parts or services.

 

I've also added here a link about fixing issues when the bill shows unpaid after writing a check in QuickBooks Desktop, in case you need it in the future: Bill shows as unpaid after writing a check in QuickBooks Desktop.

 

I'll be around to help you if you have any other questions. Keep safe, Jonathan.

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