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How to Post: Manager used personal credit card to pay for items on a Company Purchase Order

Our company uses QB Desktop.  The company does not have a credit card.  Instead, it allows management to use their personal credit cards for expenses and then reimburses them (when receipts are provided).  However, a manager has just paid for an order of inventory items currently ordered on a company Purchase Order and I need to know the following:  How do I record the payment of the vendor invoice for those items and then link the invoice to the manager's employee account so that I can reimburse the manager for the purchase?

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Best answer 11-15-2019

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Moderator

How to Post: Manager used personal credit card to pay for items on a Company Purchase Order

Hi there, @DA2018.

 

You can enter a check for the reimbursement, then use the Account's Payable account to link it with the vendor payment.

 

First, record the reimbursement as a check. Let me guide you how:

  1. From the Banking menu, select Write Checks
  2. Choose the bank account to reimburse the personal funds.
  3. Select the name of the employee in the PAY TO THE ORDER OF field. 
  4. Click the Expenses tab, and select the Accounts Payable account.
  5. Enter the amount and the vendor's name under the CUSTOMER:JOB column.
  6. Hit Save & Close.

Then, go to Pay Bills to record the vendor payment. 

 

Here's how:

  1. From the Vendors menu, select Pay Bills.
  2. Select the bill.
  3. Click Set Credits toward the bottom of the screen. The check to the employee should show up as a credit to offset the bill from the vendor.
  4. Select the check and hit Done
  5. Click Pay Selected Bills

For more reference, I've added some links you can use to track bill payments, apply a discount or credit, as well as how to pay bills online:

Don't hesitate to drop a reply below if need additional help in posting personal payment. I'll be happy to help you out. Have a great weekend. 

View solution in original post

1 Comment
Highlighted
Moderator

How to Post: Manager used personal credit card to pay for items on a Company Purchase Order

Hi there, @DA2018.

 

You can enter a check for the reimbursement, then use the Account's Payable account to link it with the vendor payment.

 

First, record the reimbursement as a check. Let me guide you how:

  1. From the Banking menu, select Write Checks
  2. Choose the bank account to reimburse the personal funds.
  3. Select the name of the employee in the PAY TO THE ORDER OF field. 
  4. Click the Expenses tab, and select the Accounts Payable account.
  5. Enter the amount and the vendor's name under the CUSTOMER:JOB column.
  6. Hit Save & Close.

Then, go to Pay Bills to record the vendor payment. 

 

Here's how:

  1. From the Vendors menu, select Pay Bills.
  2. Select the bill.
  3. Click Set Credits toward the bottom of the screen. The check to the employee should show up as a credit to offset the bill from the vendor.
  4. Select the check and hit Done
  5. Click Pay Selected Bills

For more reference, I've added some links you can use to track bill payments, apply a discount or credit, as well as how to pay bills online:

Don't hesitate to drop a reply below if need additional help in posting personal payment. I'll be happy to help you out. Have a great weekend. 

View solution in original post

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