QuickBooks is a very “rich” product, it includes a lot of features. So many that it is hard to know about them all, or to remember them when you are working with a particular issue. Here’s a simple but useful feature that I have somehow overlooked all the years that I’ve been working with the product.
The question that I was asked was – “how can I show my vendor exactly what bills and credits this check is paying”? Well, that is simple, just look on the check stub. However, a check stub only shows 15 payments and credits!
Here’s an example. Dianne’s Auto Shop has submitted 17 bills that should be paid:
I’ll select all of these, and click on the Set Credits button to select a couple of credits to apply:
Here’s the check. Notice that only 15 of the bills are shown, and no credits. So, when the vendor receives this check, they don’t know what has and hasn’t been paid. You can bet that they’ll call and ask for details, trying to figure out what that $321.34 covers (they always seem to forget the credits that I could apply).
There are a couple of ways to do this, and QuickBooks may remind you of some. I had turned off the “one time message” reminder that QuickBooks displays when this happens, long ago.
The best, if these are bill payments, is to print a Bill Payment Stub. Select File then Print Forms and then Bill Payment Stubs, select the checking account and date range, select your check, and click OK. You get a very nice document that you can send along with the check that has all of the details.
If you have a check that is not paying bills, this won’t work. Here’s another sample check, one that wasn’t created using Pay Bills:
For this, click the Journal button at the top (or select Reports and Transaction Journal) and you get a summary report that will hopefully be sufficient. Not as much supporting detail, a bit harder to follow:
This doesn’t work as well for a check that is paying bills, as that transaction journal only prints a summary, not the details.
How about a QuickReport? You can right click on the check and select the QuickReport, but that shows all of the vendor’s activity for that date, so you might have more information than applies to this one check.
Silly me, this has been there all along, I had just forgotten about it. That is one of the things about QuickBooks, there are a lot of clever little features like this hidden about. Now, if they only had the bill payment stub as an option right there in the check, instead of hidden up in the File menu…