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aaadditions
Level 2

How do I enter a cash expense? For example I bought materials at home depot and paid cash. How do I enter that?

 
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Best answer March 06, 2020

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aaadditions
Level 2

How do I enter a cash expense? For example I bought materials at home depot and paid cash. How do I enter that?

Thank you. I know how to add expenses from my bank, that is not my question.  I bought materials with cash and materials are a wright off for our business. I need to show that we paid cash for the materials so I tried to create an expense to show that but it prefills the date and the amount with a previous transaction from the same vendor. If I delete the date and amount that it prefills then it removes that previous expense that was from my bank.  Did you look at the screen shot that I included?  When you create a new expense and put a vendor name in I would think the date and amount should stay blank until I fill it in.  But that is not happening.  As soon as I enter to Vendor name it is pre filling the date and amount with a previous bank transaction.

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ReymondO
QuickBooks Team

How do I enter a cash expense? For example I bought materials at home depot and paid cash. How do I enter that?

Let me help you record your cash expense in QuickBooks, @aaadditions.

 

First, you need to create a cash expense account in the Chart of Accounts. It's the same Category type as a bank account, but you can name it anything you would like to use to associate it. Let's use Bank as Account Type and Cash on hand for the Detail Type to track this expense.

cash ex.PNG

If you already have an account to associate with it, then we can proceed to enter the cash expense in QuickBooks. Here's how:

 

  1. Click New (+) and select Expense.
  2. Enter your cash expense amount and fill in the desired information in the field. 
  3. Select Save and close or Save and new.

 

In case you need to edit or delete expense transactions in QBO, you can follow the steps provided in this article: Edit or delete expenses in QuickBooks Online.

 

You can also run a report with vendor totals to view all the money paid to a vendor for the year. You can run a Transaction List by Date report and customize it to show the payments.

 

If you need further assistance in recording your other transactions in QuickBooks, please let me know by hitting the reply button below. I'll be there to help you out.

aaadditions
Level 2

How do I enter a cash expense? For example I bought materials at home depot and paid cash. How do I enter that?

Thank you. I tried that already but it brings up a previous transaction from my bank. I have attached a screen shot.

MaryJoyD
QuickBooks Team

How do I enter a cash expense? For example I bought materials at home depot and paid cash. How do I enter that?

You're welcome, @aaadditions. It's our pleasure to help.

 

The steps that are provided are for cash transactions. If this is coming from a connected bank account, then you can go to the transaction, set the vendor name and category for this expense. From here, you can now add that transaction to your QuickBooks Online account.

 

For more information, check this article: Assign, categorize, edit, and add your downloaded banking transactions.

 

Here’s more information on how to manage your bank transactions: Match and categorize bank transactions in QuickBooks Online.

 

Let me know if you still have any questions about your transactions. I'm always here to assist. 

aaadditions
Level 2

How do I enter a cash expense? For example I bought materials at home depot and paid cash. How do I enter that?

Thank you. I know how to add expenses from my bank, that is not my question.  I bought materials with cash and materials are a wright off for our business. I need to show that we paid cash for the materials so I tried to create an expense to show that but it prefills the date and the amount with a previous transaction from the same vendor. If I delete the date and amount that it prefills then it removes that previous expense that was from my bank.  Did you look at the screen shot that I included?  When you create a new expense and put a vendor name in I would think the date and amount should stay blank until I fill it in.  But that is not happening.  As soon as I enter to Vendor name it is pre filling the date and amount with a previous bank transaction.

View solution in original post

SarahannC
Moderator

How do I enter a cash expense? For example I bought materials at home depot and paid cash. How do I enter that?

Thanks for the clarification, aaadditions.

 

Along with the details you've shared with us, the screenshot is a good reference.

 

I can see that the Pre-fill forms with previously entered content box is checked in the Account and Settings. It's a way where we can reduce the time we spend on navigating the book.

 

We can turn it off by following the steps below:

  1. Go to the Gear icon.
  2. Click Account and Settings under Your Company.
  3. From the left side, select Advanced.
  4. In the Automation section, click the Edit icon for the Pre-fill forms with previously entered content and make sure to uncheck this box.
  5. Click Save. Then, Done.

prefill.PNG

 

I've got an article that you can visit to know more about customizing company settings in QBO. 

 

Know that the community folks are all right here to help. You can tag me as well if you need further assistance. I'll get back to you as soon as I can. Thanks!

aaadditions
Level 2

How do I enter a cash expense? For example I bought materials at home depot and paid cash. How do I enter that?

Thank you Everyone for your help!! I was sooo impressed with the response times!! Again Thank you!!

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