QBs Desktop, Purchase Order linking to an already written check

Laisa J · ‎October 28, 2022

Hello,

I will appreciate if someone offers their advice. I took over a bookkeeping job due to some health issues with the previous lady. I had helped her with reconciliations and writing checks, but never got information in depth from her. Now that I took over and going thru the file, she would normally write checks to pay the credit cards, which she has as vendors. When she categorizes, she will just do "Inventory Parts", but won't link a Purchase Order/Bill to it. I found an article how to link these, (switch to account payables in the check items), but I do want to understand why she chooses to do this. And would definitely love to see what the best way is really to keep the books clean with best QuickBooks practices. I want to save time and work more efficiently.

We have Intuit QuickBooks Enterprise Solutions:

Is it the best option to list CC as a vendor and just write check when we make monthly payments?

On checks, is it best to just categorize under any "corresponding" chart of accounts than Account payable.

If I leave her check and just link bill to it under Account payable, would it be more complicated than just keep the check under "inventory parts" and close the Bill generated from the purchase order?

Thank you in advance to whoever takes the time to share their input, it is greatly appreciated.

Giovann_G · ‎October 28, 2022

Welcome to the Community, Laisa.

The amount for credit card charges you owe won't change if you link it to a bill under Accounts Payable, so yes, it would be considerably more complicated.

The prior person who handled bookkeeping followed QuickBooks recommended practices when paying credit card charges. We recommend paying the credit card bill by writing a check at the end of a reconciliation. Then, you can reconcile the account as usual after your payments and charges appear in your credit card register.

Here's how:

From the Banking menu, select Write Checks.
Choose the bank account you want to use for paying the credit card from the Bank account ▼ dropdown.
Enter the date of your payment.
Select the name of your credit card company from the Pay to the order of ▼ dropdown.
Enter the payment amount.
Click the Expenses tab, then choose the Inventory Part from the Account dropdown.
Once done, hit Save & Close.

For your reference, you can read this article for more insights: Set up, use, and pay credit card accounts.

Do you need assistance recoding the supplier refund you received? If so, I've included this resource to help you with the process: Record a vendor refund in QuickBooks Desktop.

If you have further questions or concerns, please let us know. We're always available to help you.

Laisa J · ‎October 29, 2022

Thank you Govann_G for that information. I will definitely study all this and utilize it. I appreciate your quick response.

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QBs Desktop, Purchase Order linking to an already written check

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