When you receive a bill for items you've already received on an item receipt, enter a bill against that item receipt.
Important: If you don't enter the bill against its corresponding item receipt, the same inventory items will be received twice into QuickBooks, making these item quantities wrong.
To do this task
Go to the Vendors menu and click Enter Bill for Received Items.
In the Select Item Receipt window, click the Vendor drop-down arrow and click the vendor.
Select the Item Receipt that corresponds to your bill.
What if the vendor's bill applies to multiple item receipts?
Each item receipt must be converted into a bill separately. As you convert each item receipt, check off the items on the bill you received from the vendor until all the items are accounted for. If the vendor's bill came with additional items that weren't already received using item receipts, enter a new bill in QuickBooks for those additional items.
To keep the original inventory availability date, select Use item receipt date for the bill date.
Click OK. QuickBooks converts the item receipt into a bill.
Compare the information on the bill you received from the vendor to the information in the Enter Bills window and make any necessary changes.
With the exception of the Memo field, any fields that were filled in on the item receipt are carried over into the bill. You can change any of this information if you need to. However, we recommend you click the Use item receipt date for the bill date checkbox. If you choose a different bill date, you are changing the original inventory availability date. This could change the status of transactions, such as inventory assembly builds, occurring between the original item receipt date and the changed bill date.
Also, take special care to ensure that the information in the Amount Due field and the Quantity, Cost, , and Amount fields for each listed item, as well as the Amount Due, match the vendor's bill.
If the bill includes any nonitem expenses, such as freight charges or sales tax, click the Expenses tab and enter each expense on a separate line.
For each expense:
Click the Account drop-down arrow and click the account you want the expense charged to.
Enter the amount.
(Optional) In the Memo column, describe the expense for future reference.
(Optional) Click the Customer:Job drop-down arrow and click the customer or job this expense applies to.
If you don't want to pass the expense on to the customer or job, click the invoice icon to clear the entry (an X appears through it when cleared).
(Optional) If you use class tracking, click the Class drop-down arrow and click a class.
When you finish entering expenses, click Recalculate to update the Amount Due.
Save the bill.
When you receive a bill for items you've received on 1 or more item receipts, enter a bill against the item receipts.
Choose Vendors > Enter Bill.
In the Vendor field, select the vendor.
Click Yes in the Open POs and/or Item Receipts Exist window.
In the Select Purchase Orders and Item Receipts window, click to select the item receipts and purchase orders to enter the bill against.
Click Save & Close.