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welcome to this quickbooks 2019 tutorial for beginners on how to enter bills already paid my name is matt hall Quist with the quickbooks university and this can happen pretty frequently in business when you're maybe using bank feeds and somebody has paid a bill already it could be the business owner it could be somebody else maybe the check comes through through the bank feed but a bill has not been entered or maybe it's paid on a debit card but there was a bill that hasn't been received yet it can happen for any number of reasons but in QuickBooks when you want to track bills so that you're getting the expense in the right time period but you have entered it in the check register or it has come out as a debit card transaction or whatever and it's and then you receive a bill but you want to put that bill in there so this video is going to show you how to offset those two okay so what I have set up an example here and I'm going to show you if I go over to my check register this expense right here to Pacific paint supplies on December 15th was entered with a check and this could be a debit card transaction it could be anything in this case it's a check that was written and it was just entered directly in QuickBooks as cost of goods sold on December 15th for a thousand seventy six and twenty five cents alright so we want to go in and we want to reflect the fact that this bill came in for November November thirtieth so when we say okay this bill came in November thirtieth it was an expense for November and not for December then we want to put this bill in and we want to offset this expense against that bill alright so if you get this bill and you say all right it's already put into QuickBooks right here you can do a couple of things but I'm gonna show you one way that is gonna be a little bit simpler so it's gonna leave this check in there you don't have to delete this you don't have to avoid it we're going to put in the bill and then we're gonna offset this against that bill alright so what we want to do is you're gonna say okay I'm gonna go in I'm going to enter this bill so you're gonna vendor Center bill we're gonna say Pacific paint supplies okay 12:15 we're gonna put in the date of the bill so we're gonna enter this just like any other bill that we typically get we're gonna say a thousand seventy six twenty five we'll say the bill due date will say that it's due let's say December 31st and you're gonna put it to the right account or the items all right so you're just gonna specify what this goes to so right now if I save this I'm gonna have a bill out there but I'm gonna have a payment as well and the payment is not going to be offset so you do have to be careful when you do this you know I suggest doing one at a time if you have multiple bills to enter like this to offset do one at a time so you don't lose track all right so you're gonna put this in here and say save and close okay we're gonna say that there was a password set on there let's see we do not have a class so we're gonna leave that blank of course you're gonna fill all that in if you have that now so right now I've got the expense in there thousand seventy six twenty five and I've got a bill and this is why I say do it one at a time because if you lose track of this and you go to pay bills there's going to be a bill in here for let's see Pacific paint supplies so you you run the risk of paying this twice okay so what we're gonna do we've got this bill you're gonna go back to your check register or you can go to the original check okay either way so if I double click this it's going to take me to the check or I can do it directly in my check register right here what you want to do is change your account to accounts payable okay so originally it had the expense in there but now we're gonna change it to accounts payable all right you're gonna click record you've saved the change of transaction please choose a vendor okay so I've got the one line item so I want to double click this go to the check ok we have to put the vendor in here as Pacific paint supplies I know that it says customer but you want to specify who this goes to you got to put the name in there all right so let me click Save and close get rid of all this okay so now we have this saved and I know that's a little confusing to put the customer job name in there and put the vendor but let me show you why that's important so now if I go to Bender's pay bills we go to Pacific paint supplies I click check all right you're gonna see a credit now show up the reason this credit shows up is because we change that account to accounts payable and we specified the name all right so now we want to say set credits and we're going to set that credit against that bill so now we're showing that Xero is being paid and we say pay select bills all right now I want to make sure you understand why this happens it's because when you enter a bill in QuickBooks it puts it in as the expense but it also puts it to accounts payable accounts payable are bills that you have to pay so it's going to show up as an accounts payable so that's why we go back to that original transaction in the check register we open up the check and we change the account from cost of goods sold to accounts payable because we want it to show up as a credit and now to show it to have it show up as a credit for this specific vendor Pacific paint supplies you've got to put their name in there it's not enough just to show the payable to in the cheque you've got to actually show it under that customer job column so that you can specify it goes against specific paint supplies alright so once you do that then you come to pay bills check off the bill set the credit and it'll show that this is offset with that credit and now we have an amount to pay of zero so we say peg selected bill and it's done so now we'll see that this is officer against accounts payable if I go to vendors pay bills will see that Pacific paint supply is not in here anymore and we have offset that bill with an existing check so this can be used for any number of bills that you want to enter in the past if you have a lot of bills there can be some other ways to do this that you don't necessarily have to enter the bills in this case when you have one or two in here that you want to go back and fix this is going to be the best way to do it any questions comments please feel free to leave them below head over to the QuickBooks University become a member over there we'd love to have you join us where I answer your personal questions when you do become a member the website is QB University dot o-r-g