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Level 1

Vendor Job creation

I currently have a vendor that is doing some remodeling for our office. He gives us a contract for what it will cost, and I have to pay him monthly. I wanted to know if I was able to somehow add the total amount of his contract into Quickbooks and then every time I write him a check, it takes out of that total amount. I know that customers can be assigned a job, but I do not think vendors can. Anyone have any ideas?

2 Comments
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Moderator

Vendor Job creation

Great day to you, cfaccounting,

 

Let me help share information about creating Jobs in QuickBooks Desktop.

 

Currently, the vendor feature doesn't have the same processes as customer jobs do (ex. progress invoicing). What we can do is enter a Bill into your account and process payment once you've paid the vendor.

 

To enter a Bill, here's how:

  1. Go to Vendors menu at the top.
  2. Select Enter Bills.
  3. Enter the necessary information.
  4. Click Save & Close.

To pay Bills, here's what you'll need to do:

  1. Go to Vendors menu at the top.
  2. Select Pay Bills.
  3. Put a checkmark on the Bill that you want to pay and enter amount.
  4. Click Pay Selected Bills.

That's it! If there's anything else you need help with, cfaccounting, please feel free to visit us again. Have a great day!

Highlighted
Level 15

Vendor Job creation

@MirriamM

 

Please Learn from the input here.

 

@cfaccounting

 

You want to create a Purchase Order. On the PO list the Item, probably a service Item, linked to your Asset Improvement account for the construction in progress.

 

"I wanted to know if I was able to somehow add the total amount of his contract into Quickbooks and then every time I write him a check, it takes out of that total amount."

 

Yes, but Swap quantity and Cost. $35,000 contract:

 

Cost = $1 each.

Quantity = 35,000

 

Now you can manage Partial Payment requests, as Partial Fulfillment of that PO, because in QB a PO is fulfilled from Qty.

 

You enter the Write check or enter the Credit Card Charge for paying that same Vendor Name, and you are asked if that is Fulfillment from the PO. You update the Purchase for the amount paying now, and the PO tracks the remaining Scope.

 

And you will detect overbilling, because at the end, the PO will only have a specific amount, so if their final charge to you is Higher, and that wasn't negotiated as an additional PO or new entry line for an added scope ("change order"), then you just caught them overbilling you.

 

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