Let me clarify some details about marking the bill as paid, JRR430.
In QuickBooks Desktop, you can go to the Pay Bills window to settle your payables. To locate the bills you want to pay, select theShow all bills option on the Pay Bills window, then scroll up or down to find the bill. You can run the Transactions List by Vendors report to check if you've already paid the bill. Here's how:
- Go to the Reports menu.
- Select Vendors & Payables, then Transaction List by Vendor.
- Select Customize Report, then Billing Status from the Column section.
- Select OK.
Then, you can now pay the bills. I've provided the steps below for you to follow:
- Go to the Vendors menu, then select Pay Bills.
- Select the correct accounts payable account from the dropdown.
- Select the checkboxes of the bills you want to pay from the table.
Note: To unmark or mark all the bills in the list, select Clear Selections or Select All Bills.
- Set any discount or credit that you want to apply to the bills.
- Discount - Select this if your vendor gave you a discount for this transaction.
- Credit - Select this if you received a credit from your vendor, and used it to reduce your total bill amount.
- Enter the date you paid the bill.
- Select the payment method:
- Check - Select the Assign check number if you plan to manually write the check. Select To be Printed to print the check or add it to the list of checks to print.
- Credit Card - You can use credit cards to pay bills, then print a payment stub.
- Online Bill Payment - You can directly pay your vendor bills in QuickBooks. It also records your payment automatically so your reports are accurate.
- Online Bank Payment - The payment processor will print and mail a check to the employee. You can select Include reference number if you want the bill or credit reference number to be sent along with your name and account number.
- Cash, Debit or ATM card, Paypal, or EFT - You can select Check, then Assign check number even when you’re not paying with an actual check. Enter the type of payment in the check number field or leave it blank.
- Select Pay Selected Bills.
- Select Done, or select Pay More Bills if you have other bills you need to pay.
Please know when you pay the bill, you don't have to write a check. If you do, the bill remains open and unpaid which leads to inaccurate financial reports. In addition, QuickBooks Desktop lets you add and match bank transactions in according to the modes you used. Learn how QuickBooks handles them by going through this article for your reference: Add And Match Bank Feed Transactions In QuickBooks Desktop.
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