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Old 09-09-2009, 10:15 PM
krishnaveni krishnaveni is offline
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Join Date: Jun 2009
Posts: 9
cash payment to a vendor

Dear all,

I am new to this (Quick books pro) software. can u please help me how to make cash payment to a vendor? And also in Tally package we have separate vouchers such as cash voucher, contra voucher, journal voucher, likewise do we have in quickbooks pro?
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Old 09-10-2009, 01:39 AM
shazinoz shazinoz is offline
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Join Date: Oct 2005
Location: Ballajura, Western Australia
Posts: 933

You need to have a "Bank" Account-type set-up in QB for this.

If you haven't set this up already, here's how:
  • Right-click anywhere in your "Chart of Accounts" (Click on "Lists" along top toolbar, then "Chart of Accounts" in dropdown menu) & click on "New" in the pop-up menu.
  • Select "Bank" as the "Account Type" & click "Next".
  • Type in "Cash" as the "Account Name", then "Save & Close".
How you enter payment to a vendor, depends on how you want to record transactions:

If you want to track "Accounts Payable" (for bills that you receive on account, that you pay at a later date), you would "Enter Bill" (From "Vendors" (along top toolbar) dropdown menu) to record the bill itself.
When you want to record your payment of it, (again from the "Vendors" dropdown menu), click on "Pay Bills".
Locate the relevant bill in the list & click on the checkbox in the first column to 'tick' it.
At the bottom of the screen, select your "Cash" bank account from the dropdown list in the "Payment Account" field & select "Cash" as the "Payment Method".
Check/edit the "Payment Date", then click on "Pay Selected Bills".

Under this Vendor's transactions (in the "Vendor Centre"), you'll now see a "Bill" & the corresponding "Bill Pmt - Cheque".

If you only want to enter payments as you make them & don't want to track bills on account, you can simply "Write Cheque" (Under "Banking" dropdown menu) to the Vendor, selecting "Cash" as the "Bank Account" to pay out from.

NB: If you've entered a purchase via "Enter Bill", you MUST enter the payment for that bill via "Pay Bills" (NOT "Write Cheque"), otherwise the bill will still be showing as unpaid as there's no link between the 2 transactions!
Shaz Hughes (Dip)Fin ACQ NSW, AAT ABN MICB
Accredited Reckon Professional Partner
Registered BAS Agent
Bookkeeper / Tax Consultant
Accounted 4 Bookkeeping Services

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Last edited by shazinoz; 09-10-2009 at 01:42 AM.
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