cancel
Showing results for 
Search instead for 
Did you mean: 
Level 1

How to record bills when paid by debit card in bank feed?

I have a vendor who charges our account using our debit card so it automatically shows in the bank feed. That same bill is entered in the vendor account by POS. It then makes the vendor account have 2 entries for the same transaction (1 - POS bill, 2 - Bank feed check/ debit card) so it look like we still need to pay the vendor. How can I get the bill to be paid by the debit card transaction? I'm running QB Enterprise linked with QB POS.

9 Comments
QuickBooks Team

Re: How to record bills when paid by debit card in bank feed?

Thanks for posting here in the Community, @JeanG

 

Let's go to the Transaction List so you can link the debit card payment to your POS bill. I'm here to guide you how. 

  1. Go to the Banking menu at the top. 
  2. Select Bank Feeds, then choose Bank Feeds Center
  3. Click the appropriate bank account from the left panel. 
  4. Select Transaction List
  5. Go to the Need Your Review tab. 
  6. Check the debit card payment.
  7. Under the Action column, choose Match to Existing Transaction
  8. Choose the POS bill under the Unmatched transactions in QuickBooks section.  
  9. Click Confirm Match

MatchExistingTransaction1.PNG

 

MatchExistingTransaction2.PNG

 

To learn more about how the program manages your downloaded transactions and how you'll handle them, see this article: Add and Match Bank Feed Transactions

 

For your future tasks, I'd suggest running and customizing any vendor reports in the Desktop version. These reports will help you keep track of your open bills, expenses, and your vendor payments. 

 

I'm here anytime you have other concerns. Have a great day. 

Level 1

Re: How to record bills when paid by debit card in bank feed?

I have already accepted it to go in the bank register when I realized that it was not attached to the bill. Is there anything I can do now? 

Sorry for the duplicate reply. I'm new to this.

Level 1

Re: How to record bills when paid by debit card in bank feed?

What if I have already accepted it and the transaction is in the bank register?

Highlighted
QuickBooks Team

Re: How to record bills when paid by debit card in bank feed?

Hi there, @JeanG.

 

You can open the bill and click on the Pay Bill button to apply the correct payment. Let me add some details about this and help you further.

 

If the bill was entered in your QuickBooks Desktop, you can pay the bills and select the debit card payment from there. Here’s how:

  1. Click on Vendors from the menu bar.
  2. Choose Vendor Center.
  3. Select the vendor.
  4. Click on the bill.
  5. Click the Pay Bill button.
  6. In the Pay Bills window, select the debit card payment.
  7. Click on Pay Selected Bills.

You can read this article for more information: Pay Bills in QuickBooks Desktop.

 

I’ve also attached another article here for your future reference: Add and Match Bank Feed Transactions.

 

Please let me know if you have any other questions or concerns. I’ll only be a post away.

Level 1

Re: How to record bills when paid by debit card in bank feed?

Thank you for being so concise.

#6 Debit card is not an option. I can choose check, credit card or direct deposit. 

QuickBooks Team

Re: How to record bills when paid by debit card in bank feed?

Thanks for following the steps provided above, JeanG.

 

There's a different way to match the transaction from your bank register. On the debit card payment, we need to change the account involve to Accounts Payable (AP). This will create credits that you can add to the bills.

 

Here's how to do it:

  1. Go to the Lists menu and select Chart of Accounts.
  2. Locate and open the bank account affected.
  3. Search the debit card transaction. Change the account to Accounts Payable.

Once done changing it to AP, it'll create credits automatically. After this:

  1. Go to the Vendors menu and select Pay Bills.
  2. Locate the bill to pay.
  3. Put a checkmark in the tick-box beside the due date.
  4. Click the Set Credits.
  5. Check the credits available. Then, click Done.

Your bill is now paid! If you have other questions, I'm here to help.

bill.PNG

Level 1

Re: How to record bills when paid by debit card in bank feed?

I appreciate all the help, but I don't quite have all the problems worked out.

 

#3 When I go to my register and try to change the check (CHK) to Accounts Payable it says "Please choose a vendor when using Accounts Payable account as a line item." It won't let me save the changes. I noticed when AP is used on other transactions it is marked as Bill Payment (BILLPMT)

QuickBooks Team

Re: How to record bills when paid by debit card in bank feed?

Hi there, JeanG.

 

Thank you for posting here in the QuickBooks Community.

 

When you change the check into Accounts Payable, it will require you to choose a vendor to track all outstanding bills. To save the changes on your end, let's perform the steps below.

 

1. Click the Accountant button, then Chart of Accounts.
2. Look for the account name you set as Check.
3. On the drop-down list, select Accounts Payable.
4. Select a different vendor on the drop-down.
5. Click the Record button.
6. Re-assign the payee to the correct vendor, then save the changes.


All payments processed through Pay Bills are created as bill payment checks and are marked as BILLPMT in the register.


You can check this article to know the usual Accounts Payable (A/P) workflows in QuickBooks Desktop: Accounts Payable workflows in QuickBooks Desktop.

 

Please know that you're always welcome to post if you have any other concerns. Wishing you and your business continued success.

Level 1

Re: How to record bills when paid by debit card in bank feed?

I appreciate all the help. I ended up chatting with QB and we decided the best way was to delete the transaction then create a new one by paying the bill. One thing I have learned - Match credit cards with the bill before accepting them in the bank feed! :)

Need to get in touch?

Contact us