BROWSE THE ARTICLE:
- What are QuickBooks Bills?
- Getting Started with QuickBooks Bills
- Creating a Bill in DealerCenter
- Adding Line Items to your Bill
- Posting Bills to QuickBooks
What are QuickBooks Bills?
You receive various bills from your vendors. Now, DealerCenter in partnership with QuickBooks makes it easier-than-ever to create Bills in DealerCenter and push them directly to QuickBooks.
- On the Homepage Main Menu look for Accounting, then select the QuickBooks option
- In the DealerCenter QuickBooks module select Bills from the Menu
- To create a new Bill select New
Creating a Bill in DealerCenter
Fill out the Bill Details to create your bill in DealerCenter:
- Vendor: When a new Bill is created in DealerCenter the vendor dropdown list is pulled from your Vendors in QuickBooks. Vendors can be added directly in your QuickBooks account (see screenshot below):
- Bill #: A Bill number is required
- Due Date
- Category: The category dropdown list corresponds to the categories as mapped in the Chart of Accounts:
- Terms: The term values are also pulled from QuickBooks. This can be set to a specific default for a specific vendor in QuickBooks. Terms are also to be added directly in your QuickBooks account. For example, a "Net 15" term value means the due date is in 15 days
- Memo: Memos will also be posted to QuickBooks and appear in the bill in QuickBooks
Adding Line Items to your Bill
Line Items can either be a general expense associated with the dealership or be a bill item expense associated with a specific vehicle in Inventory.
- To add a line item to the bill simply select the Add button the input the Description, Category, QuickBooks Account and Amount.
- You can add a bill line item associated with a specific vehicle/inventory by adding the vehicle. For example, if this bill was related to the inspection of a vehicle. This associates the bill for your accounting purposes as a cost on the vehicle in QuickBooks:
- If you check the Add Cost Add box this cost will be added on the vehicle and you can see that on the vehicle record:
In this case the Cost Add can be removed from the bill to remove the Cost Add from the vehicle
Attachments like a copy of the bill or receipt can also be added to your Bill. This would be available directly in QuickBooks.
Posting Bills to QuickBooks
Once you've added your Bill details select Save or Save and Post
Just like journal entries Bills can be selected and posted to QB. Once a bill is posted it can no longer be edited.
- You can select all or just some of the Bills to post to QuickBooks
- Bills that have already been posted will display a green checkmark. These can be reposted if necessary. For example, if you needed to edit this Bill.
- Use the fields at the top of the page to lookup bills that have both already been posted or are in the status of not posted.
Select the Open in QuickBooks link to view this corresponding bill in QuickBooks: