I need help entering expenses for a nonprofit. They don't have sales but they send money overseas and need to keep track of sender, receiver and transaction number of tfr

Let me help you record expenses in QuickBooks Online (QBO), ckshungu-gmail-c.

As a nonprofit, you are audited using the accrual accounting method to comply with GAAP (Generally Accepted Accounting Principles). Therefore, you should always use the bill entry and bill payment options to record your expense transactions in QBO.

Here are the steps you can follow.

1. Click + New, then Bill.
2. From the Vendor ▼ drop-down, select a vendor.
3. From the Terms ▼ drop-down, select the bill's terms. This is when your vendor expects to be paid.
4. Enter the Bill date, Due date, and Bill no. as they're recorded on the bill.
5. Enter the bill details in the Category details or from the Item details section to itemize the bill.
6. Enter the Amount and tax.
7. When you're done, click Save and close.

You can then record the payment. Entering the payment will depend on the method you've selected. Check out this article to learn how to pay bills: Enter bills and record bill payments in QuickBooks Online. Proceed to the Record payments towards bills section and choose your payment method.

If you're using a different currency for overseas customers or vendors, you also need to turn on the Multi-currency feature. Then, add currencies and assign it to your vendor or customer.

I'm adding these articles to learn how multi-currency works and what happens when you turn on this feature.

• Turn on and use multicurrency in QuickBooks Online
• Learn about Multicurrency in QuickBooks Online

Keep in touch with me if there's anything else I can help you with entering expenses in QBO. Just leave a comment below and I'll get back to you.

I am not submitting a bill. This is an expenditure. Nonprofit operating mostly in Africa where most transactions are by cash only. Jack (volunteer in US) withdraw money and sends it to Simon (volunteer in Africa) to buy motorcycle. Nonprofit wants to keep track of who in the US sent money to who in Africa along with the reason. I think I figured out what to do: add 2 drop down custom fields (SENDER & RECEIVER). Problem: the custom fields do not appear on the Expense form where I need them but they show on the  Sales receipt/Invoice/Purchase order...where I have not use of them. 

I am a volunteer just learning about QB and helping a nonprofit add the last 3 years worth of expenses into QB

I appreciate you for coming back to the thread. I'll be providing details on how adding a custom field works in QuickBooks Online. Then, to ensure you can organize various transactions for Nonprofit organizations accurately.

Adding custom fields on the Expense transaction is currently unavailable. You can create your own custom fields on the sales form and purchase orders for the QuickBooks Online Plus version.

Meanwhile, I recommend using the Class feature in QBO to organize your customer and vendor transactions. This allows you to get clearer insights on your sales or expenses and profitability by business segment. With this, you can assign Jack as a payee and Simon as a class.

To start with, you'll have to turn on the class tracking in the Account and settings section. Then, follow the steps on how to create and add a new class.

1. Go to Settings ⚙ and select All Lists.
2. Choose Classes.
3. Click New. Give this class a name(Jack).
4. Click the Save button.

After that, you can now create an expense entry with a specific vendor and class. I've attached a screenshot below for visual reference.

Lastly, you may refer to this article to see steps on how you can run a particular report that will reflect all payments made to vendors: Run a report with vendor totals.

Feel free to tag me in your comments if you have any other concerns about your entries. I'll make sure to get back to this thread as soon as I can. Have a good day!