Entering Expenses, Bills and Bill Payments

Last Updated: Nov 07, 2016 04:04PM PST

Learn how to enter expenses, bills and bill payments.

The Expenses Page

To get to the expenses page, click on Expenses from the left hand navigation menu. There are 3 sections:

  1. Expense, Bill and Payment tabs (on the top): This is where you would enter expenses, vendor bills, and bill payments. There are four tabs:
    1. Enter Expense
    2. Enter Bill
    3. Pay Bill
    4. Detailed
  2. Expense transaction history (on the bottom): This is a list of all your expenses, showing the latest ones first.
  3. Quick view area (on the right): This pulls together real-time data on your expenses.

Example - Entering a Bill

We are going to go through an example of entering an unpaid expense (i.e. a bill) for Adworks Advertising on June 6, 2014. Adworks Advertising has given us 30 days to pay this advertising and marketing expense.

  1. Date: Choose June 6, 2014 from the mini-calendar
  2. Customer: Choose Adworks Advertising from the drop-down vendor list
  3. Invoice #: There was no invoice # attached to the bill, but if there had been, the number would be entered here
  4. Terms / Payment Account: Choose the terms given by the vendor. The vendor has given us 30 days to pay, so “30 days – Unpaid Accounts Payable” is chosen
  5. Expense Account: This selects the account where the expense will be accumulated to on the profit and loss statement (you have the option of directly choosing an expense account or selecting an item that is associated with an expense account). Choose the Advertising & Marketing Expense account
  6. Price: The price that was paid is entered, which is $500
  7. Sales Tax: If you are in a country that applies taxes paid to offset taxes collected (most non-US countries), then you would choose the appropriate tax. Since this is a US example, taxes do not need to be entered
  8. Repeat: If you would like to repeat a transaction, click on the Repeat checkbox. To learn how to use the feature, please view the article How to Repeat Transactions
  9. Add: The Add button is clicked to enter the bill

Available Options after Clicking "Add"

Duplicate

You can use the Duplicate link to copy the previous bill to the input area so that you can change one or two fields and add it without having to enter all the information again. This allows users to make minor changes to the date, description, or price without re-entering all the information.

Edit

Clicking on the Edit link will bring up the existing bill’s details, allowing you to change anything you need to change.

Attachments

To add an attachment, just click on any existing transaction and you can use the Attachment Upload section to upload files. You can upload multiple files and all file types are supported.

To view attachments click on the paperclip icon.

Click on the boxes to navigate between multiple attachments. If you would like to download the attachment, click on the Download link.

Example – Paying a Bill

  1. Date: The date the bill was paid, which was July 6, 2014
  2. Vendor: The vendor Adworks Advertising is chosen from the drop-down list
  3. Ref#: This field is used to enter a check number or bank transfer ID. This example will not use this field
  4. Payment Account: This is what account the payment came from, which is with the Bank of America Checking account
  5. Outstanding Expenses List: This is a list of unpaid vendor bills. A bill can be chosen by clicking on the little blue arrows. This adds the full payment to the amount box. We choose to pay all the outstanding bills for the vendor
  6. Add: The Add button is clicked and the payment is entered

If you are looking to pay a bill via a check, please see the article Using the Check Printing Page.

Expense Tabs

The four tabs are:

  1. Enter Expense: Used primarily for entering paid expenses
  2. Enter Bill: Used primarily for entering unpaid expense (i.e. bills)
  3. Pay Bill: Used for paying bills
  4. Detailed: Used to enter both a bill and its payment at the same time (primarily a bookkeeper / accountant tool)

We suggest that you use the Enter Expenses tab for entering expenses that have been paid for already and the Enter Bill tab for unpaid expenses. The Enter Bill tab has a few extra fields vs. the Enter Expense tab. Those fields are:

  1. P.O./S.O#: Purchase or shipping order number
  2. Terms: The amount of time given to pay a bill, like net 30 or net 60. To choose a new term, type in “net” followed by the amount of days you were given to pay
  3. Due Date: This is the date the bill is due. If you select a new date, the Terms field will automatically be updated
  4. Memo: Any notes you might want to add to the bill. Tip: If the memo field is too small, you can make it bigger by first adding the bill and then editing it. While editing an already entered bill, you are able to adjust the size of the memo field

Terms / Payment Account

There are two ways expenses can be recorded, as “Paid” or “Unpaid”.

You would generally select a “Paid” term for expenses that are paid immediately with cash, credit card, or EFT.

You would generally select an “Unpaid Accounts Payable” term for expenses (bills) that have not been paid at the time of the sale and will be paid for at a later date. Bills usually have a “payment term” associated with it, giving you some time to pay it. Outstanding bills are referred to as “Aged Payables” and can be found in the “Aged Payables” report.

To enter a “Paid” expense, select one of the rows with “Paid” in the second column, and the bank, cash, or credit card account with which the payment was made. For example, if you paid via a credit card, you would select your credit card account.

To enter an “Unpaid” expense (bill), select one of the rows with “Unpaid” in the second column, and the number of days you have to pay. For example, if you receive a bill that has “net 30″ terms (due 30 days after receipt), you would select “30 days”.

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