Simultaneously Recording the Receipt and the Bill

You can record a bill for items that you receive at the same time that you record the receipt of the items. You can do this simply by selecting the Bill Received check box that appears near the top of the Create Item Receipts window.

If you know that you're going to record a bill at the same time as you record the receipt of items, you can also choose the Vendors ð Receive Items and Enter Bill command. In other words, rather than choosing the Receive Items command from the Vendors menu, you choose the Receive Items and Enter Bill command. When you do this, QuickBooks displays the Enter Bills window, shown in Figure 1. Essentially, the Enter Bills window is just another version of the Create Item Receipts window except that the Bill Received check box is already selected. To simultaneously record items that you've received and enter a bill, you follow the same steps as you do to record the receipt of the items.

Figure 1: The Enter Bills window

One item worth noting about simultaneously recording bills and the receipt of items, however, is this: When you enter a bill, you need to be very precise about the charges of the vendor. For example, in all probability, you won't pay just for the ordered items. You may also pay certain shipping and handling fees. These amounts won't necessarily get recorded on the Items tab. They will probably be recorded on the Expenses tab.