When I create a bill for a vendor, it has multiple items in a single bill. I want each item, their rate and their quantity to show up on the check stub.

carloscanas942 · ‎December 10, 2018

I have paid a bill that contains several items for services being paid in one bill; these are paid with one check. To recap: One bill with several like items, each with a dollar figure/quantity, paid with one check. I entered the bill in quickbooks, and entered the details of each item, I then paid the bill with one check. I want the check stub (I'm using a voucher check) to show the details of each item in the bill. As of right now, when I print the bill the stub simply shows the total. I've tried going to File > Print forms > Bill Payment stubs but its the same result, only the final total of all the items added up. Is there any way I can get the details printed on the check stub?

qbteachmt · ‎December 10, 2018

"I want each item, their rate and their quantity to show up on the check stub."

The issue is, your Check is not a Check. It is a Bill Payment Check = AP only. You paid a Vendor Balance, not those details. You can see this by opening that Bill Payment Check on screen and use Ctl Y. Here are the debits and credits behind the scenes; there is Only AP, because you used Bills.

You can run the vendor a Report for the bill details.

Or, if you are entering a bill, just to pay it right away, there is no need to use Bill first. Entering a Bill is only done because you want to Accrue something you don't intend to pay right away.

If you are a Cash Basis tax filer and you enter a bill to be paid later...then, using Check is fine for your data entry and management. The Check Date is your financial payment date. Enter the details on a Check to be Printed later; not a Bill to be Paid later.

Now you get voucher details.

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qbteachmt · ‎December 10, 2018

"I want each item, their rate and their quantity to show up on the check stub."

The issue is, your Check is not a Check. It is a Bill Payment Check = AP only. You paid a Vendor Balance, not those details. You can see this by opening that Bill Payment Check on screen and use Ctl Y. Here are the debits and credits behind the scenes; there is Only AP, because you used Bills.

You can run the vendor a Report for the bill details.

Or, if you are entering a bill, just to pay it right away, there is no need to use Bill first. Entering a Bill is only done because you want to Accrue something you don't intend to pay right away.

If you are a Cash Basis tax filer and you enter a bill to be paid later...then, using Check is fine for your data entry and management. The Check Date is your financial payment date. Enter the details on a Check to be Printed later; not a Bill to be Paid later.

Now you get voucher details.

carloscanas942 · ‎December 10, 2018

Awesome thank you. I have a question about your last paragraph. If I am an accrual basis tax filer simply writing the checks and not creating a bill would be unacceptable? These are checks for subcontractors by the way. They do not send me invoices which is why I want the detail on the check stubs.

john-pero · ‎December 10, 2018

Writing checks as expenses or to pay an entered bill is acceptable practice in either type of accounting. Simply, although there is much more to it, the difference is in timing. On a basic level accrual accounting posts income when customer is billed and expenses when you are billed. Cash accounting at its basic only counts income and expenses when they enter or leave your bank account.

If you receive no bill but write a check you can do so both in cash and accrual.

There is even a third type, modified cash, which is what most businesses I know use. In that type you post an expense when you incur a charge, mostly on a card or house account, and income same as cash accounting.

john-pero · ‎December 10, 2018

Edited>>>>the only way to get detail like you want on the check stub is to skip entering the bill and go straight to check writing. Even if you entered each line item as its own bill the detail still would not print, all you would have is a list of bills paid.
If your vendor issues one invoice why would you want any further breakdown as it would confuse the vendor.

qbteachmt · ‎December 10, 2018

"If I am an accrual basis tax filer simply writing the checks and not creating a bill would be unacceptable? These are checks for subcontractors by the way. They do not send me invoices which is why I want the detail on the check stubs."

Here is an example:

I run an accrual entity. We are supposed to pay a vendor monthly. They don't really send their bills regularly. I typically pay by Check.

This Feb, I got a statement showing they charged me (but never sent anything to me) for July, Sept, Oct and Dec; I had gotten and paid the other months. I do NOT want this all as Feb. This is an Accrual Basis Entity and those are Monthly costs.

So, I enter Bills, one for July, one for Sept, one for Oct, and one for Dec Now I have "accrued" or captured monthly costs. I paid in Feb, using Pay Bills.

I don't need to show Them what they billed to me; that is Their data. They already Know this.

1231-4568-6878-477 H38 · ‎March 21, 2019

I am in the same boat Client screaming she wants the detail on both check stubs. I am in 2019 desktop. Intuit is telling me it can not be done. However, client is claiming she called the 1-800 # and they told her it could be done. She is claiming I do not know what I am doing.

@carloscanas942 wrote:
I have paid a bill that contains several items for services being paid in one bill; these are paid with one check. To recap: One bill with several like items, each with a dollar figure/quantity, paid with one check. I entered the bill in quickbooks, and entered the details of each item, I then paid the bill with one check. I want the check stub (I'm using a voucher check) to show the details of each item in the bill. As of right now, when I print the bill the stub simply shows the total. I've tried going to File > Print forms > Bill Payment stubs but its the same result, only the final total of all the items added up. Is there any way I can get the details printed on the check stub?

RECap 1 Electric bill with 10 site #'s on the bill this is a Mobile home park. So the different amounts need to be back billed to the residents. The check stubs are the clients proof the bill was paid for each site.

JamesDuanT · ‎March 21, 2019

Thanks for joining in on the thread, 1231-4568-6878-477 H38.

Bill Payment Stub only displays the summary of the bill. Instead, we can print the paid bill that shows the item or account details.

Open the paid bill.
Click the Print option.
Preview the bill before printing.

I'll let our engineers know why this function is important when running your business. This would also help us determine what area in QuickBooks we need to focus our improvements..

You can always get back to us if you need anything else.

multigusa · ‎April 03, 2019

I am also in the same boat. I would find it very helpful to have all the items that I enter from an invoice on the bill to also show up on the check stub. Please make the changes needed in the software to allow for this, it would be greatly appreciated.

Rose-A · ‎April 03, 2019

Good day, multigusa.

Thanks for looping in. Allow me to share some information about printing vendor bills and check stub in QuickBooks Desktop.

Printing check stubs with detailed items isn't currently available in QuickBooks Desktop. Check stubs only display the total amount of the bill. If you wish to have the items listed when printing, you can print the bill instead.

Here's how:

Locate and open the bill.
Click the Printer icon at the top of the bill.
Click Print.

I'll be sure to take note of your suggestion about this option.

You may find this article helpful: https://quickbooks.intuit.com/community/Manage-customers-and-income/Pay-bills-in-QuickBooks-Desktop/....

I'll be around if you have more questions about printing check stub and vendor bills. Have a good one.

Maria64 · ‎January 30, 2020

I also would find this feature very helpful. When I am paying guest speakers, I need to show their pay for services, their travel reimbursement and their meal allowance. I also have several water bills that I write one check for but would like to show all the invoice numbers and dollar amounts in detail on the stub. I also make a contribution payment to our state organization, but need to show a breakdown of how much I would like to give to each entity within the organization, while still being able to write one check.

I will try what is suggested and see how that works out. I have Premier Nonprofit Edition 2020.

Thank you for any info you can provide.

cmerzlaw · ‎November 03, 2020

Thw "why" is errleevant. If you gon't knoe the answer just say do or , better yet, don't respond at all.

JamesBr · ‎February 22, 2021

I was running into the same problem as we wanted to pay multiple bills with one check and wanted the check voucher to list the invoice numbers and amounts for each invoice included in the check. Here are the 2 ways I found to do it:

1. You can use the write checks function and list the separate bills as expenses in the bottom section, putting the invoice numbers in the memo column. The voucher will include these details on the checks using this feature but will not using the similar section in the Pay Bills function.

2. The way we prefer to do it is to use the Enter Bills function and enter the invoice # in the ref. no. field of the bill. You must create a separate bill for the vendor for each invoice. Then use the Pay Bills function and select all the bills for the vendor. QB will combine all the bills onto one check and list each bill amount and invoice # in the voucher section of the check.

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When I create a bill for a vendor, it has multiple items in a single bill. I want each item, their rate and their quantity to show up on the check stub.