 QuickBooks Online 2022, bills, enter, sort, and pay. Get ready because it's go time with QuickBooks Online 2022. Here we are in our Get Quick Guitars practice file we set up with a 30-day free trial. Holding down control, scrolling up a bit to get to the 1-2-5% currently in the home page, otherwise known as the Get Things Done page. Accounting View, it is something you can do by going to the cog up top and switch into the Accounting View down below. We will be toggling back and forth between the two views, either here or by jumping on over to the sample company file currently in the Accounting View. Going back on over, we're going to open up a few reports up top, right-clicking on the tab to do so, duplicating it, tab back to the right, right-clicking on the tab, duplicating it again, tab back to the right, right-click on the tab and duplicate it another time. As that is thinking, let's see where the reports are located over here in the Accounting View, which is simply on the left-hand side under Reports. If we go back to the Business View, it's a little bit deeper, but not too bad. It's in the Business Overview and then we're in the reports on the left-hand side. Going to close up the hamburger. Well-known ones, the ones we all work with and love. Up top with the range change, starting with the balance sheet, by the way, which is going to be 0-1-0-1-2-1, hold on a second, 0-1-0-1-2-2, 2-12-3-1-2-2, and then run it. Tab to the right, going to open up the Business Overviews section, the reports area, close up the hamburger, going to the profit loss, the P&L, the income statement, do the range change up top, a little bit different this time from 0-1-0-1-2-2-0-2-2-8-2-2, and then we're going to go to the months down here, so we can see the months on a side-by-side running it. We're currently in the month of February, and we can compare what we've done thus far to the month of January. Going to the tab to the right, tab to the right, we're going to go to the Business Overview and into the reports, and this time I'm going to type in, let's close up the hamburger and type in Trial Balance, because that's what we're going to open, so if I type it in right there, that helps me find it. So Trial Balance, that's the one we want, that's the one, and then we'll do the range change up top from 0-1-0-1-2-2-2-12-3-1-2-2, and run it. Okay, let's go back to the first tab. In prior presentations or in the prior month, when we entered the kind of normal transactions at the end of the month, things that like the phone bill, the utility bill, and so on, we entered them in as checks. In other words, we hit the plus button, we entered them either as expense form or check type of forms. This time, we're going to enter those transactions as bill type of forms, which will increase the accounts payable, and then we will choose which ones we want to pay and use the pay bill feature in order to pay them. Noting that as we enter the transactions, if we used the same system to enter the transactions, then it would memorize the transactions from the prior period, making the data input a lot easier. However, due to the fact that we're going to do something different entering bills as opposed to a check or expense form, it's not going to memorize the transactions. So just note that it should be easier as months go by because of that auto fill feature when you enter similar transactions in the following months. So let's close this out and just to recap where we had last time, if I go into the get paid and paid area, for example, and I go into the vendor section down below, which if you were on the accounting view would be in the expenses area and then in the vendors. Then we can go to someone we paid. Let's close up the hamburger like Verizon, for example. We paid Verizon, the phone company, last time we did so with a simple check form. Last time we used the check form. This time we're going to use a bill form. We can see that another way by hitting the plus button up top and we can go into, let's go into our bookkeeping and I'm going to go then into our transactions up top. If you were in the accounting view, it would still be in the expenses and the expenses tab, but over here in the business view, it's in the bookkeeping and the transactions and then the expenses tab, closing up the hamburger and last time we entered these with checks, I believe, so I could sort this information and check out those checks that we did last time. And so let's go ahead and run those. So we had checks, for example, to the insurance company, to Verizon, to Edison, to Staples for supplies. So those are some common things that we expect to happen kind of on a month by month basis, but this time instead of checks, we're going to be entering them with a bill. So let's hit the plus button up top to do so. I'm going to hit the plus button, the hamburger and then the plus button. Now, before I do it, just remember that the bill is different than terminology bill. I want to point this out because it still can be kind of confusing even if you think you got it straight because if you've got a bill from somebody like the telephone company like Verizon, a paper bill or an electronic bill, that's different when I'm talking about it than entering the bill into the system because when I enter the bill into the system, I could just simply do what I did last time, which is simply just pay the bill with a check for or expense form, not actually entering the bill as a bill into the system. So a bill in language means something that we got, typically a bill that we're going to be owing or could possibly even mean that we're going to be billing someone else for work that we did, which in QuickBooks terms would be invoicing something typically, right? And then there's form terminology, which specifically means that we're going to increase accounts payable. We're going to do an accrual type of thing. We're not paying for it at this point in time, but we'll be paying for it in the future increasing a liability. That's what the bill means. Let's enter the bill. This is going to be for Verizon. So we'll type in Verizon, V-E-R-I-Z-O-N. That's the phone company we're working with. And this happened on, let's say, O-2, 2822, end of the month. We're doing our bills. We're entering our bills. And then down below, it doesn't populate like it would if we entered the bill last month because last time we entered a check. So we're going to put this into the same account that we hit last time and try to be consistent with that, which is going to be the telephone. Now notice I'm in the accounting, the business view, which means these categories and these dropdowns don't give me the expense category over here. This is something that I don't like as much with the business view. This is the big thing that I'm not liking with the business view as much. So I might toggle back and forth to the accounting view if I was to add another account. But if you're entering the same transactions you've entered in the past, then it should basically not be too much of a problem. So I'm going to tap through this and that looks good. So this is going to increase accounts payable because that's what a bill does. And the other side is going to go to the expense account of the telephone expense. Let's save it and close it, check it out. Go into the tab to the right, tab to the right. And let's run it to freshen it up. Let's go on down to the accounts payable now that it's freshened up. Now that it's freshened up, let's go down to the APA to the P, accounts payable. And there is our Verizon bill that we just entered, the 360 going back up. Let's go back to our report. I can then go to the income statement tab to the right and we can run it so that we have custom numbers. I can go in here. I can see my telephone. There's the 360 in month two for 10 in month one. The total's at the 770. We also could take a look at the accounts payable sub ledger, breaking out the vendor balance detail. Let's open up another report to do that by right-clicking on this tab, duplicating it so we can have another report which we can look at, which is always fun, good times, the times they are good. Let's go into the business overview and open up the next report that we want. My computer's thinking, don't rush it. Don't rush it. We're going to go down and this is going to be who you owe money to. So scrolling down what you owe category. We want the vendor balance detail, the vendor bow detail. So if we scroll up top and change the range, because I'm working in the future here, 123122, let's say, 123122 and run it. So there we've got Verizon. There's the bill there. The total and the AP is at 3720. So if I go back to the first tab, that should be what's on the big balance sheet as well. It is if I go back to the first tab, that was the second tab. Now I'm in the first tab. And if I was to go back down to my get paid and paid area, which would be the expenses tab. If you were in the accounting view here, then I can look at my vendor stuff down at below, closing up the hamburger. And I can see in Verizon, we've got that 360 this time. And last time we had the 410, this time with a check, this time with a bill, last time with a check, the expense being recorded either way, bill or check. But on the cash payment side of things, the check reduced the cash when we paid it. The bill increases the liability and we will reduce cash later when we pay the bill. Okay, next one. Going back to the tab to the right. Actually, no, I'm going to stay in this tab to the left and hit the plus button up top. And then go into the plus button and let's do another bill. Another bill. We got a bill from our cable company that does our cable service or our internet or whatever. It's going to be called Spectrum. Spectrum. We don't have that one set up yet, so I'm going to add it. Add it, so Spectrum. I'm going to save this as a vendor. So that looks good. And so tabbing through it's at 228 still. So remember, once we have these items in place, like the vendors and the accounts, then entering the detail down below is going to be a lot easier. That'll be the case whether you're doing manual entry like this or if you're using bank feeds, that would also be the case that you can start to memorize transactions. We'll talk more about that when we get to the bank feed area. But if you're using bills, remember, you got to think about how the bank feeds are going to fit into that process. Okay, we're going to go down here. This is going to be, let's see if they have an account for us. It's called like computer, like internet. Let's call it computer, something I don't see an account for us. And again, I don't like the search way they're going to make me search. So I'm going to change this to the accounting view because I have been frustrated by this now. And now I'm going to say, do you want to leave? Yeah, I want to leave. I want to go to the accounting view. Let's go to the dropdown because I think I'm going to have to add an account. And I don't like doing it in the business view as it currently stands. Switching to the accounting view. I've had it up to here with your rules. Okay, rant over back to business plus button. We're going to go back into the bill here, back into the bill. And let's do it again and say this time spectrum is already there because we add it last time. There we go. Now let's see if they have a category for us. And now we get this nice dropdown way easier, way easier to see. Do they have anything here that would be like a computer or internet? I mean, they probably got something with like computer. I bet you workers now a computer computer. I don't think so. Let's just call it internet. I'm going to call it internet. And now they've got internet TV services. It's a sub account of utilities. Okay, so I don't like that. It's a sub account of the utilities. But I'm going to try to use this account and then go to the chart of accounts and adjust it instead of adding a new one, which could confuse future data input. So I'm going to add this one like this. And I'm going to say let's do that first. I'm going to say this is going to be for 180. This is going to be a bill increasing the accounts payable for the new vendor spectrum. It's going to increase then the expense of under the sub category of utilities. And then I'm going to change it. So I'm going to save it and close it. Let's save and close. Check out what it did before we change it. Going to the balance sheet. Let's go ahead and run it again. And then take a look at the A to the P. A to the P scroll up so that we can go down to the AP accounts payable A slash P. So there it is the bill form just as we knew it would be. I was totally confident that that was going to be the way. And then let's go to the income statement and let's run that one again and see where they put it. This is where I want things need to change. I don't like the internet there and TV is not a business expense TV services. That's not business expense. So I want to I want to fix that. So now I can go back to the first tab, which is in the accounting view, what I would like to do if I'm going to change something to the GL, which I am. So let's go to the my accounts down below and then I'm going to close up the hamburger. And I want to go into the general ledger accounts. Hold on a second. Not my accountant accounting down below close up the hamburger. I'm in the general ledger. I'm going to scroll down to that utilities, which is an expense account and its utility. So it's way at the bottom, way down there. And so this one, there it is. So all this stuff under there. This one, I want to change it to just internet expense and take it out of the sub account of utilities. That's the way it should be. So that's what I'm going to make it be. We're going to edit this one. And so it's an expense account, no sub account. And then TV, TV does not sound professional for business expense. Internet expense. Internet expense. Not to be confused with interest expense, which I do sometimes. If I do that, then, you know, we'll, we'll see. I'm going to save it and close it. I don't make mistakes. We're going to go then to the, to the income statement and see what it looks like this time. It's going to look way better, in my opinion. And the expense category is down here. Now we've got the, so there's the interest. We've got then the, the internet expense. There it is. There's the internet expense with the 180. I think I feel like that's an improvement. Okay. So notice again, once you do a couple months and you get these lined up where you want them to be, you might want to clean up your general ledger accounts and, and so on. As you go, the general idea being, I'm going to try to use whatever QuickBooks gives us, if I'm starting out or if I'm not starting out, I'm going to try to be in alignment with what has been done in the past. And then when I make changes, I want to make sure I make a systematic change so that I can still be as consistent as possible as I, as I change things for the better, hopefully. Now of course, if we went into our sub ledge over here, we've got, if I was to refresh it, hold on, it's frozen, unfreeze. We're going to go down here. I thought it out. I thought it out, warmed it up. It's moving again. We're going back to the first tab this time. And let's do it again. Let's get back to that one, two, five sweet spot in the zoom. And then we're going to hit the plus button. We're going to hit the other bill this time for the electric company, which is Edison. Now we paid Edison before. So we've got the vendor for us, but we did it with a check last time. Therefore, it's not going to be populating down below with regards to the account. So we'll have to add it. I want to be consistent. This time I'm putting it into utilities. So I'm using the convention on utilities that we're going to put basically the electric, and the gas, if there are any into utilities, phone is going to be broken out itself. And I'm not going to put the internet. I'm not going to have an account called TV on my business account. And so that's what I'm going to do. It's just a convention, fairly standard convention these days. But you do have some leeway. If I had a whole lot of electric versus gas, I'd break them out of utilities, and I would put them into their own account of electric and gas. So this is where your balancing point will be, how many expense accounts do you want? What kind of combinations do you want to see? What do you want to group together? How many subaccounts do you want? Subaccounts making things more detailed, but also adding a level of confusion and making your income statement a lot longer as well. Okay, so let's save it and close it. This is going to increase the A to the P and the utilities. So let's go ahead and save and close, and then go back to the balance sheet. Back to the balance. Back to the balance. We're going to run it. We're going to scroll up so that we can roll down to the AP. There it is. AP accounts payable. So there is our bill for the utilities. How come there's no dollar in it? I didn't put an amount in it, did I? Let's go back into it again. I'm going to go back into it. I'm going down on it. It should have an amount in it. Shouldn't it? For crying out loud. For crying loudly at stake. Let's put an amount of 648. 648 and then save and close it. 648 being the amount. And then go back up top. So there it is. The 648 has now populate. Populate the 648. And then if I run it again. The A to the P now at the 4548. If I go then to the profit and loss. The PL as it's sometimes referred to. Otherwise known as the income statement. We're going to have the utilities down here. Last month versus this month. The year to date on the right. Okay. Let's see what else we got. If I go on over to the right hand side. We can take a look at our AP report. Running it. And I can see now we've got Edison Fender. We've got Spectrum now and where's Edison. Edison there's Edison. So then if I go back to the first tab. I can search this information by going to. If I if I am in the accounting view again. I can go back into the expenses area. And I can search this information by those. Vendors down below that we owe money to their spectrum. There's Verizon. I might also go to the detail which is in expenses tab here. Which if you were in the business view. Would be under under the bookkeeping area. And then I could check for example and search for filter for. The bills. Let's take a look at the bills. And I might first look at all the bills. Here's all the bills. And then I might just want to take a look at the bills that are outstanding. Let's take a look at the bills that are outstanding. There they are. I can determine which of these bills we want to pay. And I can kind of click them off and check them off and pay them all. With the pay bill feature. So let's go up to the pay bill feature. We're going to go to the plus or the hamburger up top. I'm going to say new. The bills have been entered. Let's enter the pay bill. Remembering that the pay bill is in essence the same kind of thing as a check form or expense form. It decreasing the checking account. But pay bill means specifically that the other side is going to be decreasing the accounts payable. So we're going to go into the pay bill. And we got these items that pulled in from the bills. So these are the bills that are currently outstanding. It's going to come out of the checking account. And the date is going to be 022822. And then we're going to choose which ones we want to pay. Now here. This format could be useful because it kind of helps you to organize the bills that you want to pay. You could check them off and actually pay them with a physical check this way. And it could also help you basically to sort the bills which which bills you want to pay. The larger the company is the more need they're going to have for someone to really track their accounts payable and determine which of the payables need to be paid first because the more transactions there are time value of money holding on to the money a little bit longer becomes more and more important. And obviously keeping your vendors happy. So you have a good business relationship is important. So we're going to then say I'm just going to pay these off the Edison and spectrum. Hold on scratch that scratch the check off of scratch that check off of Edison because we're going to be paying spectrum and Verizon. Those are the two noting that we have the check number meaning you might have a separate checkbook that you're tying out to the check number or you might be printing at the checks. If you were not then you can remove the check number and that would be similar to an expense form versus a check form still decreasing the check in account. But not with a check number. This is going to be decreasing the accounts payable other side then going to a decrease to the checking account. Let's save it and close it and check it out. So we're going to save it and close it. Sometimes I like to look at it in their check register now by going to the accounting tab down below closing up the hamburger and simply going into the register on the right hand side. And there's our two checks for Verizon and Verizon and spectrum. So I'm just trying to see if that's going to match up to my bank statements. So I believe it does. Okay. So then which we'll do in the future. We'll be doing the bank wrecks in the future. So that's going to we'll see that shortly or in some future presentation. So that will that's alluding to something that will happen in our epic problem. So let's go back to the to the balance sheet then. And let's run this scroll up so we can roll down to the AP. So there we are in the AP going into the AP scrolling back down scrolling back down so we can see the payment. So here's the payment checks. Notice there's still check formats but there's special check format. We got increases to the AP with a bill decreases to the bill payment. That's what you would expect to see. And accounts payable those two forms pretty much exclusively scrolling back in the other side would be up top in the cash account cash account. Let's drill down on it and see what see the activity happening in there. And we're going to scroll down and we can say there it is. There's our bill checks still like a check form has the check number but different than what it marks off as a check a normal kind of check giving us the indication that these checks are going to the other side of AP. So there's still checks in that they decrease the checking account but special in that the other side we know is going to the accounts payable. If we want to know what we actually purchased we can drill down here and then we can drill down say to the actual bill. We can got to drill down to the bill to see what the expense was which in this case was the internet expense. We can see it's paid here. We can see it's linked to the payment. So all that linking works great with the forms. That's why the forms are useful and important. And you don't want to just do things with journal entries because the attaching of these forms and the linking between them makes the bookkeeping process an easier process to do. Okay so we're going to scroll back up so that looks good. So we paid off the AP. Let's go then to the the ledger on the right and run this one. Now this one's supporting the accounts payable. I only have two bills left but I would like to see the detail. I thought this was a detailed report. Let's customize it and check out these filters because I want more detail than they're giving me right now. AP let's go see. I want to see all that stuff. So let's go into there and now we can see the standard kind of process we should have which is here's the bill. The bill was paid. Right here's the bill and the bill was paid. That's the standard kind of thing that you would expect to be seen in the vendor type of area. I can also see that if I go to the first tab and open up the handbook go back to that sweet spot four to five or one to five. It's in the expenses which would be in the get paid and paid area if you were in the accounting I'm on the expenses side of let's go to the vendor side of things. Close up the hamburger and for example for the one that we paid which was spectrum I could go into spectrum and I see that we've got the pay bill and the bill paid right that's what we that's the activity we would expect to see if I want to see the transaction list I can do it here instead of with a report by going to the transactions on the left hand side which hold on a stick I'm going to open up this little hamburger the mini hamburger let's go do it this way I'm going to go back into the expenses tab and then go into the expenses tab on the left hand side if you were in the business view it would be in the bookkeeping area and then in the transactions area so now I can sort this I can say let's sort this by my bills I can say let's see all the bills for example see all the bills that have happened ever all the bills that have ever happened ever in our whole business is long life and then I can say let's say just the bills that are open at this point in time sorting the ones that we still need to pay and there are the ones that still need paying to happen okay so let's go back to the trial balance and see where we're standing at this time we're standing firmly on the ground with our two legs planted debits credits can't get knocked over here it's got the we've got the triangle stance so any case if your numbers match up that's great if not try changing the date range because it's often a date issue and we'll be taking a look at the transaction detail report to diagnose any differences