Bill to field on Invoice different when creating individual and group invoices

Good morning,

Hi, Scott5702.

Exchanging of goods and services on a non cash-basis with a vendor is most likely involved in the process. You'll want to create a new account that you can use when paying the bill.

Here's how:

1. Click Lists on the upper menu, then select Chart of Accounts.
2. From the Account drop-down list, select New and type the name Bartering. If you have account numbering turned on, you will also need to assign an account number.
3. Click Save & Close.
4. Click Vendor, then select Enter Bills as if you were going to make the purchase from the vendor.
5. Click Vendor, then select Pay Bills. The Pay Bills dialog box opens. Select the bill for the vendor you will barter with.
6. In the Pay Bills dialog box, select the Bartering Account as the payment account.
7. On the Home page, click the Customers button to open the Customers Center.
8. From the New Customer & Job drop-down list, select New Customer. Complete the contact information for the new customer; otherwise, double-click the customer or job you will be bartering with to select it.
9. From the Customers Center, in the New Transactions drop-down list, select Invoices. Prepare the invoice to the new customer (also your vendor) using the same items on the invoice as if you were selling them to a customer. Click Save & Close.
10. From the Customers Center, in the New Transactions drop-down list, select Receive Payments. Record the payment from the customer (your vendor). Click Save & Close.

For future reference, you can visit this article for more information about running a report in QuickBooks: Understand Reports.

Feel free to let us know if you have any other concerns. I'll be here to help.

Hi thanks for the reply. I am not dealing in barter or non-cash deals. This all vendors with bills due In cash. I have been told numerous times to keep the COA as concise as possible and use other means to account for purchases and sales. SO I am trying to do that. I am considering setting up list items for the specific areas of bills, such as cleaning or snow plowing and then looking it to broad COA account of say, building maintenance.

Does that make sense? 

Thanks, Scott

Thanks for getting back to us, @Scott5702.

When entering a bill in QuickBooks Desktop (QBDT), the Expense tab is used for general business expenses such as rent, office supplies, etc. While the Item tab is used for expenses associated with your item list that may be invoiced (by checking the billable box), involve inventory, or need to be included in job costing.

If you want to use the Items tab, you need to create items first. Here's how to do it:

1. In QBDT, go to the Lists menu to get to the Items.
2. Click the  + > New option, then choose the type of item to create.
3. Enter the necessary information.
4. Once done, hit Save.

For more information about the process, please refer to this article: Add, edit, and delete items. 

Just in case, I'll add this article for future reference: QuickBooks Desktop Mac User's Guide.

Let me know if you have any other questions or concerns by leaving a comment in this thread. I'm more than willing to assist. Have an amazing rest of the day!