Within Quickbooks Desktop, is there a way to enter/track a vendor debt again what they are paid? If so, how?

Hope you're doing good, @h2o_sea.

You can utilize the Billable expense feature to track the vendors debt and payments. Here's how:

1. From the Edit menu, choose Preferences.
2. Select Time & Expenses.
3. Go to the Company Preferences tab.
4. In the Invoicing Options section, check the Mark all expenses as billable option.
5. Click OK.

Then, create a bill with multiple billable items by following the steps in this article: Enter bills. Once done, create an invoice: 

1. Choose the Customer:Job name that you created billable items. 
2. Enter all the details and make sure to put a check mark on the billable items you want to add to your invoice. 
3. Click OK. 
4. Select Save & Close. 

You can then refer to this article to learn more about paying bills: Pay bills or payables.

Also, you'll want to check about Accounts Payable workflows in QuickBooks Desktop.

Add another post if you have follow-up questions, h2o_sea. Take care and stay safe.

Hi, I looked at what you shared, but I do not see where the debt part is entered/tracked?

This is not for an invoice. This is to pay vendors and to track/deduct what their debt is.

Welcome back, @h2o_sea.

Let me ask for some clarification on your concern so we can assist you further.

Are you trying to pay your vendor in advance and use the credit for future bills? Can you also provide additional information about the vendor debt? Any further details would help us provide the best resolution to your concern.

Please touch base with me here for all of your QuickBooks needs, I'm always happy to help.
 

This would be to pay a vendor as they receive work.

The debt is for a badge that we will front the cost for but would like to deduct from their pay until it is paid off.

I appreciate you for sharing additional information, @h2o_sea. I'm here to guide you on how to track your vendor transactions and payables in QuickBooks Desktop (QBDT).

First, you can set up a clearing account to transfer the funds from one account to another. Here's how:
 

1. Open your QBDT file.
2. Go to the Lists menu, select Chart of Accounts.
3. Right-click anywhere in the Chart of Accounts, then select New.
4. In the Add New Account window, select the Bank radio button. While you can choose from several types of accounts, the best is a bank account because of the following reasons:
   • You can pay into a bank account via Receive Payments or Make Deposits.
   • You can pay out of a bank account via Write Checks or Pay Bills.
   • A bank account appears on the balance sheet, and the statement of cash flows to balances and changes in balances.
   • To allocate expenses to overhead or class using a zero check, you must use a bank account as your Clearing account.
5. Hit Continue.
6. In the Account Name field, enter Clearing Account, Barter Account, or Wash Account.
7. Do NOT enter an opening balance.
8. Hit on the Save & Close button.

After that, enter an invoice to track the payable amount for the badges.

1. Go to the Customers menu, then select Invoice.
2. Fill in the information.
3. Click on Save and Close.

Once you're ready to pay for the badge, use the clearing account created for the payment. When the vendor makes a reimbursement, deposit the amount to the same account.

1. On the QuickBooks homepage, select Record Deposits/Make Deposits.
2. In the Make Deposits window, select the account you want to put the deposit into from the Deposit to dropdown (clearing account).
3. Fill in the information.
4. Hit on Save & Close.

For other options in tracking the transactions, you may seek assistance from an accounting professional. They are the ones who can keep your book in place and help you record the transactions seamlessly.

On the other hand, you can get more tips while tracking your customer and vendor entries from these links:

• Get started with customer transaction workflows in QuickBooks Desktop
• Accounts Payable workflows in QuickBooks Desktop

If you have any other questions about tracking your vendor's debt, let me know by adding a comment below. I'm more than happy to help. Have a good one!

This is not for a customer. It is related to vendors.

Hello again, @h2o_sea.

As I'm reading on the thread, I can see that you need to track your vendor transactions and payables. 

As mentioned by my colleague Angelyn_T, you'll have to create an invoice to track the payable amount for the badges. By doing this, you can pay for the badge and then use the clearing account created for the payment. 

Once the vendor makes a reimbursement, you can now deposit the money to the same account.

To know more about how you can track the money you owe to your vendors, you can consider checking this article: Accounts Payable workflows in QuickBooks Desktop.

If I can be of any additional assistance, please don't hesitate to leave a comment below. I'll always have your back.