How do you record debit card purchases

Can you tell us how you did it?

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@tvsengraving wrote:
Little confusing at first, but I think I recorded the charge to the business debit card correctly - it appears in the check register, so I think I'm good.

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Could you tell us what you did?

Hello @NicoleCardon,

Welcome aboard to the QuickBooks Community. I'm here assist you with recording Debit Card charges in QuickBooks Desktop.

You can use the Write Checks feature to record the transaction in the QuickBooks system.  Let's utilize the check number field to recognize it's a debit charge.

Here's how:

1. Click the Banking tab at the top menu bar.
2. Select Write Checks.
3. Make sure to uncheck the box beside Print Later.
4. On the Check number field, enter Debit Card.
5. Enter necessary information.
6. Click Save & Close.

To view the transaction on your register, follow these steps:

1. Click the Lists tab at the top menu bar.
2. Select Chart of Accounts.
3. Double-click the account name.

I've attached a couple of screenshot below for your reference.

Please don't hesitate to let me know if you need more help concerning the process. You can reach out to the Community team by posting a comment down below.

I used my business debit/credit card to pay for inventory items purchased from a vendor via a phone call.  I created a PO and then recieved items with bill and noted the bill paid by DC (debit card).   Now I am not sure how to finalize this so it shows in my check register.  I cannot simply pay it by writing a check and noting it as DC in the number because then it does not update my inventory count.  I need to do it through the purchase order.  Do I simply transfer the funds from checking to DC?  Know I could just try and see, but I'm afraid if it is not right I will not know how to correct it ... can anyone help me?

Thanks for joining this thread, @crab.

I appreciate you providing the complete details of your concern. Allow me to step in for a moment and share some additional recording your inventory purchased in QuickBooks Desktop (QBDT).

You're already on the right track! Since you created a bill, you can use the Pay Bills instead. Just make sure to select the correct debit/credit card account on the payment method and on the Account drop-down.

Here's how:

1. Go to Vendors menu at the top, then pick Pay Bills on the drop-down.
2. Select the Bill that you've created on the list.
3. On the bottom part, choose Credit Card on the Method drop-down, then select the right Account.
4. Click Pay Selected Bills.

For future reference, you can also check out this article for further guidance: Pay bills in QuickBooks Desktop.

That should do it. Please let me know how it goes or if you have any additional questions. I'm always here to help. Have a wonderful weekend!

Yes, I agree, there should be a better solution.  What I do is incorporate "DB" for debit card the last 4-digits of the card (we have a couple debit cards) and the date (month and day) and/or you could incorporate the amount too. It becomes smart numbering for debit charges.

ie - DB52640819

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What I do in these cases I put in the check # DC=for debit card and the date of the transaction

What I do in these cases I put in the check # DC=for debit card and the date of the transaction.

Hi ANYSPA, if you don't mind me asking, how do I enter this debit transactions:

1. gas charged ( chevron)

2. Materials charged (Home Depot)

3. food charged (Carl Jr's)

I don't know what to enter when asking  me if I want to create a vendor, customer or other. 

Thank you in advance 😊

Perhaps, instead of the CHK number being in the line after the date if could be a drop down menu. From there we could select where it was a debit or credit card (using later 4 #s) used or a check. If CHK is selected you could then add the check number in the line below currently labeled "CHK". This would be much quicker and QB could also be able to show reports for each option allowing people to see which onw is used more often and how.

Thank you for your time,

Angeline Wornkey

Hi there:  did you get an answer to your question.  Just wondering because I have the same ?

Thank you for joining in on the thread, LeeMcQ.

I understand that you’re recording debit card purchases, and you’re concerned with the prompt about using the same check number “DEBIT” on your transaction. I'll shed light on it.

If you only use the word “DEBIT” in the check number field, QuickBooks will not warn you. However, if you add a number to it, like DEBIT4325, you'll get a warning the next time you'll use it because QuickBooks thinks that it’s a real number in the sequence.

Hope that clears up why you get warnings.

If there's any other thing that I can help, feel free to go back to this thread. Take care!

I've had this conversation with another business owner / my brother. I use just 'gas' as 'other vendor' and enter the location on the memo line 'Chevron'. If you shop at Home Depot a lot, I maybe would enter them as a vendor or other vendor. Vendor has quicker access.

You can also write a check without a vendor on those rare occasions you pay a company you don't expect to pay again. Just be sure you use the correct account or item so you can search for it when needed.

I like the idea of entering DC last four digits and date. However I've resorted to the following date format due to the files we keep for clients, YYYY-MM-DD. When I did the month first, I found myself having to search through every 'April' to find the most current April. Solved the problem.

Hope this helps.

So is there no way to track the Debit Card purchases separately (have 2 debit cards used by two different employees and would like to keep track of how much they spend)

I appreciate you for joining the thread, @LydiaMAC. I've got your back, and I'll help you get through this so you can track Debit card purchases made by your employees and have them in your QuickBooks Desktop (QBDT) company.

You can connect your debit account to your QBDT account to get transactions from your bank. This way, you can determine the total spent by your employees. In case you wish to continue with this process, I can input the steps below so you can proceed. To begin, here's how:

1. From Banking, go to Bank Feeds.
2. Select Set up Bank Feeds for an account.
3. In the Enter your Bank's name field, enter, and select your bank.

If you're enrolling for the first time, click the Enrollment Site link. You might need to apply for Direct Connect. If your bank needs to approve your application, contact them. Ask them if you need special sign-in credentials.

For further guidelines, visit this article: Set up or edit bank accounts for Bank Feeds in QuickBooks Desktop.

In addition, I've got you this article about adding transactions into your QBDT account: Add and match Bank Feed transactions in QuickBooks Desktop.

@LydiaMAC, our door is open 24/7 if you need further assistance with this. You can also post here again if you have any additional QuickBooks-related concerns. I'll be more than happy to help you out again. Take care, and have a nice day.

Sorry for the misunderstanding. I had set up a debit card as a credit card only to realize later that the transactions were being reflected separately from the checking account it was tied to. I have 2 employee cards and wanted to know how much each were spending. So have to transition all those trans actions into the checking account, however would have preferred not to lose the ability to know which CC charges were done on each card. So a bank feed isn't the answer, as that just would pull in all the transactions from the entire account (which it does now with qbo), not separating out the CC charges done through the debit cards. Hope this clarifies why I was asking

Thanks for the clarification, @LydiaMAC. I'd be glad to help you sort this out.

In your situation, we can add the employees who use the cards as subaccounts and use the debit card as the parent account. In this manner, you can track particular accounts that are a part of a parent or primary account. After that, you can use those accounts to monitor your employees' spending going forward.

Please be aware that a parent account and a subaccount need to be of the same account type. You can ask your accountant or a QuickBooks Certified ProAdvisor for advice if you're unsure of what kind of account to utilize. They can then help you with the procedure and guarantee the accuracy of your book since they are acquainted with what is best for your company.

Here's how to add a subaccount:
 

1. At the top bar go to the Lists menu, then select Chart of Accounts.
2. From the Account dropdown, click New.
3. Choose an account type and Continue.
4. Enter the account details.
5. Tick the Subaccount of checkbox.
6. From the Subaccount of dropdown, select the parent account which is the debit card.
7. Then select Save & Close.

For additional details, you can refer to this article: Add, edit, or delete accounts in QuickBooks Desktop
 

Furthermore, with regard to the existing transactions, you'll want to delete and then recreate the transactions. If you want to batch-delete transactions, you can refer to this article: Batch delete or void transactions in QuickBooks Desktop Accountant Edition.

I've also added the following articles for future reference:
 

• Add and match Bank Feed transactions in QuickBooks Desktop
• Reconcile an account in QuickBooks Desktop
   

Feel free to post a reply if you need further assistance. I'll be around. Have a good one!