Hello there, CalClassKen.
It can be confusing when both Check and Expense report a transaction as an expense and a payment simultaneously. Let me clarify the key differences.
QuickBooks Online (QBO) handles them in slightly different ways in the accounting records. Please take note of the following:
- Check and Expenses are for services or items paid on the spot.
- If you need to print a check, record an expense as a Check, instead of an Expense.
- If you paid something via credit card, use Expense.
- If you paid something via EFT, you should still use Check or Expense. You can enter EFT in the Check no. field.
So, the key difference is that a Check transaction includes the check number detail, which can be printed, while an Expense transaction does not.
In addition, you can effectively track vendor payments within a specific date range by reviewing this article: Run a report with vendor totals.
I'm happy to continue assisting you with any other concerns you may have while managing your account.
