Multiple Item Reciepts and One Invoice

I understand that managing extra steps for your invoices takes valuable time out of your day. While QuickBooks Desktop currently links one item receipt to one bill, I can guide you on the best method to ensure your inventory and payments remain perfectly balanced.

To match the single invoice, we will turn each item receipt into a bill and group them using the invoice number:

1. Go to the Vendors menu and select Vendor Center.
2. Locate and open the first Item Receipt tied to this invoice.
3. Check the box next to Bill Received to convert the receipt into a bill.
4. In the Ref. No. field, type the invoice number and add a letter to the end (for example, 1234-A).
5. Select Save & Close.
6. Repeat these steps for the remaining item receipts, adding the next letter to the reference number for each one (1234-B, 1234-C).

When you're ready to pay the vendor, select all bills with the reference number. QuickBooks will consolidate these payments into a single transaction that reflects the total amount due on the vendor's invoice.

If you use QuickBooks Enterprise, you can also consider turning on Enhanced Inventory Receiving. This feature completely separates item receipts from bills. You will enter your item receipts as they arrive, and then enter a single bill for the entire invoice. QuickBooks balances them in the background using an Inventory Offset account. Please note that turning on this feature is permanent and changes how your company files records inventory.

If you have further questions, feel free to leave us a Reply.