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sychan
Level 3

How to book expenses paid by credit card

I would like to get advice on how to handle expenses paid by company credit card.

 

We do not connect Quickbooks to our bank and will book the entries into QBO manually.

 

Thank you very much.

 

Regards,

SY Chan

 

6 Comments
BettyJaneB
QuickBooks Team

How to book expenses paid by credit card

I got you covered with this expenses concern, @sychan.

 

If you're referring to recording a company expense that was paid by a company credit card, you can track this as a regular expense. This is because the entry is just an ordinary money out transaction of the company.

 

To do that:

  1. Click on the +New button at the left pane.
  2. Under Vendors, select Expense.
  3. In the Payee field, specify a vendor (your company name).
  4. Select the Bank/Credit account to which to credit this expense in the Payment Account section.
  5. Enter the date of purchase in the Expense/Payment date field and specify the Payment method for the expense.
  6. Specify the Accounts to use for the transaction, and optionally enter a description of the expense.
  7. Enter the Amount of the purchase and any Tax paid. You can enter a calculation.
  8. Select Save.

Here's a link which contains a short video clip on how to perform this process for your visual reference: Learn how to create, edit, and delete expenses such as cash or check purchases in QuickBooks Online.

 

However, if you've paid a personal expense using a company's credit card, you must first record the personal expense using the company's account and then reimburse the company afterwards.

 

Let me guide you how:

  1. Select the +New button and select on Expense.
  2. Choose the Payee from the drop-down list.and Specify the Credit Card with which the purchase was made. 
  3. In the Account details section, specify Owner's Equity or Partner's Equity in the Account column. 
  4. Enter the Amount of the purchase.
  5. Hit on Save. Picture2.png

Once you record the expense, you must reimburse the company for the amount of the purchase.

 

To do that:

  1. Hit the +New button.
  2. Under Other select Bank Deposit.
  3. Specify the Account to which to add the reimbursement, and the Date.
  4. In the Add funds to this deposit section, enter Partner's Equity or Owner's Equity in the Account column. 
  5. Specify the Amount of the reimbursement.
  6. Select on Save. 

To learn more about managing paying expense with personal funds, you can always check out this link: Learn how to record business expenses you made with personal funds in QuickBooks Online.

 

Be sure to let me know how else I can empower you to make QuickBooks work the way your business needs. Thanks for coming to the Community, wishing you continued success.

sychan
Level 3

How to book expenses paid by credit card

Thank you @BettyJaneB 

Confirm that we are using Company Credit Card to pay Company expenses.

 

However, when creating new Expense transaction, I cannot exactly following your steps:

  1. Click on the +New button at the left pane.  Select Expense Under Supplier? 
  2. Under Vendors, select ExpenseThere is no Vendors, only Supplier
  3. In the Payee field, specify a vendor (your company name).  Cannot  find company name, need to create somewhere?
  4. Select the Bank/Credit account to which to credit this expense.  Payment account: enter the credit card? (already created in Chart of Account)
  5. Enter the date of purchase in the Expense/Payment date field and specify the Payment method for the expense. Select Credit card?
  6. Specify the Accounts to use for the transaction, and optionally enter a description of the expense. OK
  7. Enter the Amount of the purchase and any Tax paid. You can enter a calculation.  OK
  8. Select Save.

Please clarify, thank you.

 

Also when settle the credit card outstanding from our bank, do we use "Pay down credit card" or "Transfer" funds from Bank to Credit Card?

 

Please advise.

 

Thank you very much.

SY Chan

Rose-A
Moderator

How to book expenses paid by credit card

Hi, sychan.

 

Allow me to step in and clarify the steps for you. I'll be attaching screenshots as well to serve as your visual reference.

 

  1. Click the +New in the left panel and choose Expense under Suppliers.
  2. Choose the Payee from the drop-down list and specify the Credit Card name which the purchase was made. If not listed, click on + Add new.
    v.PNG
  3. In the Account details section, specify the Owner's Equity or Partner's Equity in the Account column. 
  4. Enter the Amount of the purchase.
  5. Hit Save.
    z.PNG

The Pay down credit card option is the main way of recording credit card payments in QuickBooks Online. For other ways of recording your card payments, you can go through this article for the detailed steps: Record your payments to credit cards.

 

You can always come back to our forum for other questions or clarifications. I'm here to help. Have a nice day!

sychan
Level 3

How to book expenses paid by credit card

thanks @Rose-A @BettyJaneB 

I am confused by your further explanations.

 

  1. Choose the Payee from the drop-down list and specify the Credit Card name or provider. You can add the credit card's company name as the supplier.   Not sure i understand the rationale of this entry.
  2. In the Account details section, specify the Owner's Equity or Partner's Equity in the Account column.   --> where i can put the account type of the expenses?  and why we have to input owner's equity here?  The credit card is a Company business card and not Owner's personal card.

Please refer to my screen capture.  Thankyou.

 

SY Chan

BettyJaneB
QuickBooks Team

How to book expenses paid by credit card

I appreciate the screenshot that you gave, @sychan.

 

It's my priority to help you track your expense in QuickBooks Online. Let me provide further clarifications in this matter so you can get back to business.

 

When creating the expense, enter the name of the supplier where you pay the expense in the Payee box. Then from the Payment Account, select the name of your company's credit card used. Please see the screenshot attached for your reference: 

 

Moreover, you can directly select the expense account on what the expense is intended for. Based on the screenshot that you've shared, you can choose the Utilities: Website & Hosting account for the Category. There's no need for you to select the owner's equity since the expense is for the company and the credit card is company-owned.

 

Know that the instructions given where you need to select the owner's equity account is only applicable if you're paying an expense using your personal account.

 

To add up, in case you're paying a service for your supplier, you may utilize the Item details field on the expense transaction and select the item from there. Here's a sample snip on how it will look like:

 

Lastly, I'd like to share this great reference that you can use to help you in recording payments you make to your credit cards in QuickBooks Online: Record your payments to credit cards.

 

I'll be right here to help if you have any questions about this or need anything else, SY Chan. Keep safe!

sychan
Level 3

How to book expenses paid by credit card

thanks @BettyJaneB 

Your approach makes sense.  thanks a lot I understand now.  I will update my entries accordingly.

 

SY Chan